Minutes of the Board of Regents of Stephen F. Austin State University. 2003, Volume No. 192

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Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
October 23,2003
Volume 192
TABLE OF CONTENTS
Page
04-01 Approval of July 15, 2003 Minutes 1
04-02 Faculty and Staff Appointments for 2003-2004 1
04-03 Changes of Status , 4
04-04 Retirement 5
04-05 Leaves of Absence 6
04-06 Academic and Student Affairs
A. Underenrolled Classes 6
B. Approval to Offer Web-based Course 6
04-07 Financial Affairs
A. University Center Fee 6
B. Designated Tuition Rate 6
C. Resolution (Amended) Authorizing a Request for
Financing - University Center 6
D. Resolution Declaring Expectation to Reimburse Expenditures
With Proceeds of Future Debt 7
E. Fund Manager Changes 7
F. Music Fees 7
G. Budget Changes Less Than $50,000 7
H. Addendum Marketing Budget 7
04-08 Buildings and Grounds
A. Architectural and Engineering Services 8
B. Concrete Contract 8
C. Addendum Sale of Real Estate 8
04-09 Policy Revisions 8
04-10 Internal Auditor Reporting 8
04-11 University Center Plaque 8
Reports
A. Forestry 9
1. Proposed Masters in Resource Interpretation
2. Parks and Recreation Fee
B. Recognition of ITS, HUES, GIS and FRI Lab Personnel 9
C. Update on University Center Expansion and Renovation 9
D. Faculty Senate 9
E. Student Government Association 9
F. Vice President for Alumni Affairs 9
G. Vice President for University Advancement 9
G. President 9
Appendix No. 1 - Resolution (Amended) Authorizing a Request for
Financing - University Center 10
Appendix No. 2 - Resolution Declaring Expectation to Reimburse
Expenditures With Proceeds of Future Debt 12
Appendix No. 3 - Budget Changes 13
Appendix No. 4 - Policy Revisions 14
B-l Use of University Facilities PI
B-4 Camp and Conference Reservations P9
B-29 University Center Operations P20
C-13.5 Food Services P28
C-39 Withdrawal Without Financial Clearance P29
C-45 Professional and Consultant Services P31
C-49 Travel P37
D-lAccess to University Records P46
D-9 Disposition of Abandoned Personal Property P47
D-16 Hazing P49
D-19 Illicit Drugs and Alcohol Abuse P52
D-20 Intellectual Property P60
D-28 Records Management P70
D-34 Student Discipline P72
D-34.1 Student Conduct Code P91
D-35 Students Displaying Serious Psychological Problems P96
E-28 Insurance and Other Benefits P102
E-29A Leave of Absence (Faculty) PI 10
E-30N Leave of Absence (Non-Academic) PI 16
E-43 Retirement Programs P122
E-44 Security Sensitive Positions P125
E-47.2 Staff Development P126
F-3 Bookstore Special Orders P127
F-4 Bookstore Textbook Orders P128
F-12 Faculty and Staff Season Tickets P129
F-15 Guest Speaker P130
F-18 Mail Services P132
F-24 Scholarship Disbursement P134
F-26 Student Employment Center P136
F-27 Student ID Cards P140
F-30 Ticket Office Services P141
F-31 Vending P143
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
OCTOBER 23, 2003
The meeting was called to order at 9:03 a.m. by Chair Kenneth James. Board members
present in Room 307: Penny Butler, Margarita de la Garza Grahm, Kenneth James, Mike
Enoch, Gary Lopez, Susan Roberds, Lyn Stevens, Mike Wilhite and Fred Wulf. Absent:
none.
Others present in Board Room 307: Tito Guerrero, Mary Cullinan, Jerry Holbert, Miles
McCall, Baker Pattillo, Roland Smith, Yvette Clark, and other SFA administrators, staff,
and visitors.
Executive Session was announced at 9:50 a.m. and returned to Open Session at 2:40 p.m.
04-01
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the minutes of July 15, 2003 be approved.
04-02
Upon motion of Regent Wilhite, seconded by Regent Roberds, with all members voting
aye, it was ordered that the following appointments be approved.
1. Communication
Ms. Linda Bond, Instructor, MA (University of Texas - Permian Basin), at a
salary of $39,000 for 100% time for nine months, effective September 1, 2003.
2. College of Education
Ms. George Ann Leonard, Certification Officer/PBIC Manager, M.Ed. (Stephen F.
Austin State University), at a salary of $40,000 for 100% time for twelve months,
effective September 29, 2003.
3. Forestry
Dr. I-Kuai Hung, Assistant Professor, Ph.D. (Stephen F. Austin State University),
at a salary of $50,000 for 100% time for nine months, effective September 1,
2003.
4. Human Sciences
Dr. Hung-Sheng Lai, Assistant Professor, Ph.D. (Texas Tech University), at a
salary of $45,000 for 100% time for nine months, effective September 1, 2003.
5. Mathematics and Statistics
Dr. John L. McClain, Visiting Assistant Professor, Ph.D. (Texas A&M
University), at a salary of $45,469 for 100% time for nine months, effective
September 1,2003.
6. Nursing
Ms. Sara Bishop, Clinical Instructor, MSHP (Southwest Texas State University),
at a salary of $42,000 for 100% time for nine months, effective September 1,
2003.
Ms. Wendy Burr, Clinical Instructor, BSN (Stephen F. Austin State University), at
a salary of $36,000 for 100% time for nine months, effective September 1, 2003.
Ms. Delia Connor, Clinical Instructor, MSN (University of Texas Medical Branch
- Galveston), at a salary of $30,000 for 100% time for nine months, effective
September 1,2003.
Ms. Toni McDonald, Clinical Instructor, MSN (University of Texas - Arlington),
at a salary of $40,000 for 100% time for nine months, effective September 1,
2003.
Ms. Ellen Mishra, Clinical Instructor, MSN (University of Missouri - Columbia),
at a salary of $40,000 for 100% time for nine months, effective September 1,
2003.
7. Physics and Astronomy
Mr. Deric J. Gray, Visiting Lecturer, B.S. (Oregon State University), at a salary of
$36,000 for 100% time for nine months, effective September 1, 2003.
8. Political Science
Mr. Michael Pennington, Instructor, M.P.A. (West Virginia University), at a
salary of $33,000 for 100% time for nine months, effective September 1, 2003,
contingent upon completion of doctorate degree by May 30, 2004.
9. Secondary Education
Dr. Hugh Hayes, Assistant Professor, Ed.D. (East Texas State University), at a
salary of $52,000 for 100% time for nine months, effective September 1, 2003.
Dr. David Hollier, Assistant Professor, Ed.D (University of Houston), at a salary
of $42,000 for 100% time for nine months, effective September 1, 2003.
Dr. Amanda M. Rudolph, Visiting Professor, Ph.D. (University of Arkansas), at a
salary of $42,000 for 100% time for nine months, effective September 1, 2003.
10. Athletics
Mr. Louis Snelling, Assistant Track Coach at a salary of $23,000 for 100% time
for 10.5 months, effective August 25, 2003.
Ms. Stephanie McDonald, Assistant Athletic Director for Student Services (and
Senior Women's Administrator) at a salary of $48,500 for 100% time for twelve
months, effective August 29, 2003.
Mr. Gustave Younger, Assistant Athletic Trainer at a salary of $30,000 for 100%
time for 10.5 months, effective September 4, 2003.
11. Academic Affairs
Ms. Gina Oglesbee, Budget Coordinator - Academic Affairs at a salary of
$50,000 for 100% time for twelve months, effective November 3, 2003.
12. Environmental Health, Safety, and Risk Management
Mr. Jeremy Higgins, Director, at a salary of $58,000 for 100% time for twelve
months, effective January 1, 2004.
13. Enrollment Management
Ms. Monique Cossich, Executive Director, at a salary of $80,000 for 100% time
for twelve months, effective November 17, 2003.
04-03
Upon motion of Regent Butler, seconded by Regent Enoch, with all members voting aye,
it was ordered that the following changes of status be approved.
1. Academic Affairs
Dr. Marlin Young, from Interim Associate Provost and Professor of Business at a
salary of $116,000 for 100% time for twelve months, to Associate Provost and
Professor of Business at a salary of $116,000 for 100% time for twelve months,
effective September 1, 2003.
2. Admissions
Ms. Carolyn Hardy, from Assistant Director of Admissions at a salary of $39,901
for 100% time for twelve months, to Interim Director of Admissions at a stipend
of an additional $1,674.92 per month for up to three months or until the Director
of Enrollment Management position is filled.
3. Applied Arts and Sciences
Dr. Linda Morales, from Assistant Professor at a salary of $42,631 for 100% time
for nine months, to Interim Associate Dean and Director of the School of Social
Work at a stipend of $ 11,611 per semester until position is filled.
4. ECH Lab
Ms. Elizabeth Reid, from Assistant Director/Administrative Assistant at a salary
of $29,658.07 for 100% time for twelve months, to Assistant Director at a salary
of $30,062 for 100% time for twelve months.
5. University Affairs
Dr. Peggy Scott, from Associate Dean of Student Development at a salary of
$49,001 at 100% time for twelve months, to Judicial Officer at a salary of $49,001
forlOO% time for twelve months, effective August 1, 2003.
6. Intramurals
Mr. Mark Jackson, from Intramural Supervisor at a salary of $26,537 at 100%
time for 10.5 months, to Intramural Supervisor at a salary of $22,746 for 100%
time for nine months, effective September 1, 2003.
7. Housing
Ms. Ashley Watson, from Coordinator of Residence Life at a salary of $35,251 at
100% time for twelve months, to Assistant Director of Housing at a salary of
$41,251 at 100% time for twelve months, effective September 1, 2003.
Ms. Charlotte Lisenby, from Area Coordinator at a salary of $25,219 at 100$ time
for twelve months, to Coordinator of Residence Life at a salary of $30,000 at
100% time for twelve months, effective September 1, 2003.
Ms. Michele Haddox, from Associate Director of Housing at a salary of $44,597
at 100% time for twelve months, to Associate Director of Housing at a salary of
$47,097 at 100% time for twelve months, effective September 1, 2003.
8. Athletics
Ms. Debora Humphreys, from Head Volleyball Coach (and Senior Women's
Administrator) at a salary of $55,337 at 100% time for 10.5 months, to Head
Volleyball Coach at a salary of $54,337 at 100% time for 10.5 months, effective
September 1,2003.
Mr. Jamie Frias, from Assistant Soccer Coach at a salary of $20,000 at 75% time
for 10.5 months, to Assistant Soccer Coach at a salary of $22,000 at 100% time
for 10.5 months, effective September 1, 2003.
Ms. Aimee Vaughn, from Assistant Softball Coach at a salary of $21,000 at 75%
time for 10.5 months, to Assistant Softball coach at a salary of $22,000 at $100%
time for 10.5 months, effective September 1, 2003.
9. Controller's Office
Ms. Tamara J. Hart, from Accountant III at a salary of $44,376 for 100% for
twelve months to Manager at a salary of $48,000 for 100% for twelve months,
effective August 18, 2003.
04-04
Upon motion of Regent Enoch, seconded by Regent Butler, with all members voting aye,
it was ordered that the following retirement be accepted.
1. Admissions
Mr. Roger Bilow, Director of Admissions, effective August 31, 2003.
04-05
Upon motion of Regent Butler, seconded by Regent Roberds, with all members voting
aye, it was ordered that the following leaves of absence without pay be approved.
1. Agriculture
Craig H. Morton, Assistant Professor on military leave for Fall, 2003.
2. English and Philosophy
Nikola Petkovic, Assistant Professor, on leave for Fall, 2003.
3. Physics and Astronomy
Donald E. Bowen, Professor, on leave for Fall, 2003 and Spring, 2004.
04-06
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the following Academic and Student Affairs items be approved.
A. Underenrolled Classes - the Fall 2003 Underenrolled Class List was approved as
presented.
B. Approval to Offer Web-based Course - the request by Elementary Education to
offer the Professional Reading Specialist Program as a Web-based program was
approved.
04-07
Upon motion of Regent Wulf, seconded by Regent Lopez, with all members voting aye, it
was ordered that the following Financial Affairs items be approved.
A. University Center Fee - the $9 per semester credit hour University Center Fee
was approved, effective with registrations for Spring 2004, subject to the
minimum and maximum specified by House Bill 882, 78th Regular Session of the
Texas Legislature.
B. Designated Tuition Rate - a designated tuition rate of $46 per semester credit
hour was approved, effective beginning with registration for the Spring 2004
semester.
C- Resolution (Amended) Authorizing a Request for Financing - University
Center - the amended Resolution Authorizing a Request for Financing, shown in
Appendix No. 1, was approved in an amount not to exceed $30,000,000 to fund
the University Center construction and renovation project and bond issuance
costs. The further limitation on the size of the bond issue is subject to the interest
rate at issuance and the estimated revenue stream provided by the University
Center fee effective with registrations for the Spring, 2004 semester. Any excess
of project costs and bond issuance costs over bond proceeds will be paid from the
designated funds fund balance. The existing condition providing for
reimbursement of project costs from bond proceeds would remain.
D. Resolution Declaring Expectation to Reimburse Expenditures With Proceeds
of Future Debt - the resolution was adopted as presented.
E. Fund Manager Changes - the fund manager changes proposed by Merrill Lynch
were approved. Lord, Abbett & Co. LLC, was replaced by Furman Selz Capital
Management for fixed security management, and Kayne Anderson Rudnick
Investment Management LLC, was replaced by NFJ Investment Group
LP/PIMCO Allianz Advisors LCC in the equity portion of the portfolio. To
further improve diversification, 50% of the value portion of the portfolio is
transferred from John A. Levin to MLIM L.P.
F. Music Fees - the schedule of course fee additions and changes for the 2003-2004
academic year shown below was approved. The amended course-fee schedule
will be effective with registration for the Spring 2004 semester.
MODIFICATIONS TO SCHEDULE OF COURSE FEES
College of Fine Arts
G. Budget Changes Less Than $50,000 - no board action was required.
H. Addendum item for Marketing Budget was tabled and will be brought back at a
called meeting.
04-08
Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye,
it was ordered that the following Buildings and Grounds items be approved.
A. Architectural and Engineering Services - approval was given for the selection
of five firms. Prices will be negotiated annually and contracts may be renewed for
four additional years. Contracts will be issued to a maximum of three
architectural firms, one mechanical/electrical engineering or energy performance
consulting firms and one civil engineering firm. The President will be authorized
to sign contracts with the following firms:
Scott and Strong - Lufkin
Morgan Hill Sutton & Mitchell - Lufkin
Friberg Associates - Fort Worth
BarWin Consultants Nacogdoches (HUB Male/Asian)
Hunter Moody Architects Houston (HUB Woman/Female)
B. Concrete Contract - the President was authorized to sign a blanket contract with
Cox Concrete Contractors, Inc. for minor improvements of $25,000 or less
involving concrete site repair, concrete new construction, and other associated
minor alterations. The contract will be for one year with one annual renewal,
subject to administrative approval.
C. Addendum: Sale of Real Estate was removed from the agenda. No action was
taken.
04-09
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the policy revisions be approved as presented.
04-10
There was no action required regarding the reporting responsibilities and procedures for
the Office of Audit Services. The Audit Services budget will be submitted to the Finance
Committee at the same time that the University budget is submitted.
04-11
Upon motion of Regent Roberds, seconded by Regent Wulf, with all members voting aye,
it was ordered that the name and title of Dr. Baker Pattillo, Vice President for University
Affairs, be added to the plaque on the University Center when completed.
Reports
A. Forestry
1. Proposed Masters in Resource Interpretation
2. Parks and Recreation Fee
B. Recognition of ITS, HUES GIS and FRI Lab Personnel
C. Update on University Center Expansion and Renovation
D. Faculty Senate
1. Faculty Service Achievements
2. Faculty as an integral part of Recruitment and Retention
3. Strategic Plan comments
4. Issues under review by Faculty Senate
E. Student Government Association
1. Parking
2. Commencement
3. Cooperative efforts between SFA and City of Nacogdoches
F. Vice President for Alumni Affairs
1. Homecoming
G. Vice President for University Advancement
1. 2003 Cumulative Giving Report
2. Marketing Report
H. President
1. Enrollment Overview
2. Meet the Lumberjack Basketball Teams (October 28, 2003)
3. Coordinating Board Meeting (October 30, 2003)
4. Coordinating Board Training for New Board Members (December 10 & 11,
2003)
5. Coordinating Board Finalists for the Star Award (AARC and FRI)
6. Fall Commencement (December 20, 2003)
7. Meeting of the Board of Regents in January
8. Strategic Plan
9. Answer Questions from Members of the Board of Regents
Meeting adjourned at 3:35 p.m.
Appendix No. 1
RESOLUTION AUTHORIZING A REQUEST FOR FINANCING
Stephen F. Austin State University
University Center Expansion and Renovation
WHEREAS, the Texas Public Finance Authority (the "Authority") has the exclusive
authority to act on behalf of Stephen F. Austin State University (the "University") in the
issuance of bonds pursuant to Tex. Rev. Civ. Stat, art. 60 Id as amended; and
WHEREAS, the University has been authorized to acquire, purchase, construct, improve,
renovate, enlarge, or equip property, buildings, structures, facilities, roads or related
infrastructure to be financed by the issuance of bonds or other authorized financing
mechanism pursuant to Texas Education Code 55.17 in the aggregate principal amount
not to exceed $30,000,000; and
WHEREAS, the Board of Regents of Stephen F. Austin State University (the "Board of
Regents") now desires to approve and authorize financing to enable the University to
acquire, purchase, construct, improve, renovate, enlarge, or equip property, buildings,
structures, facilities, roads or related infrastructures, and authorizes the President of the
University (the "President") or designees to submit requests for financing to the
Authority from time to time to issue bonds or other authorized financing mechanism in an
aggregate amount not to exceed $30,000,000 to enable the University to acquire,
purchase, construct, improve, renovate, enlarge, or equip property, buildings, structures,
facilities, roads or related infrastructures and to take other actions related thereto.
THEREFORE, BE IT RESOLVED BY THE BOARD OF REGENTS OF STEPHEN F.
AUSTIN STATE UNIVERSITY THAT:
1) The University is duly authorized by law pursuant to Texas Education Code, Section
57.17 to acquire, purchase, construct, improve, renovate, enlarge, or equip property,
buildings, structures, facilities, roads or related infrastructures to be financed by the
issuance of bonds or other authorized financing mechanism in accordance with Texas
Education Code, Chapter 55, Subchapter B in the aggregate amount not to exceed
$30,000,000;
2) Dr. Tito Guerrero, President, or his designee is hereby authorized and directed to
submit requests from time to time to the Authority to issue bonds or other authorized
financing mechanism in an aggregate amount not to exceed $30,000,000 in order that
the University may acquire, purchase, construct, improve, renovate, enlarge, or equip
property, buildings, structures, facilities, roads or related infrastructures as these
projects are specifically approved by the Board of Regents and further approved by
the Texas Higher Education Coordinating Board as may be required;
3) the President is hereby further authorized to approve, execute, and deliver or cause to
be delivered those documents and such other instruments including but not limited to
the financing documents required by the Authority's rules, and to take such other
10
actions as are necessary and appropriate in connection with the issuance, sale, or
delivery of the bonds or other authorized financing mechanism;
4) due notice of the meeting and the subject matter of this Resolution was given as
required by law; and that a quorum of the Board of Regents was present at the
meeting at which this resolution was considered.
Adopted/Rejected by a vote of yeas, nays effective as of
, 2003.
Chairman, Board of Regents
Stephen F. Austin State University
Secretary, Board of Regents
Stephen F. Austin State University
11
Appendix No. 2
Board of Regents
Stephen F. Austin State University
Nacogdoches, Texas
RESOLUTION DECLARING EXPECTATION TO REIMBURSE
EXPENDITURES WITH PROCEEDS OF FUTURE DEBT
WHEREAS, Stephen F. Austin State University (the "University") intends to make a capital
expenditure not to exceed $30,000,000 for renovation and expansion of the University Center on its campus
in Nacogdoches, Texas (the "Project"), which is to be funded in part with proceeds of bonds to be issued by
the Texas Public Finance Authority (the "Authority") as authorized by House Bill 1077, Acts of the 75th
Legislature, Regular Session (1997); and
WHEREAS, the University intends to expend an amount not to exceed $30,000,000 (the
"Expenditure") for Project costs and intends Project expenditures to be reimbursed from proceeds of bonds
to be issued by the Authority for the Project; and
WHEREAS, under Treas. Reg. Section 1.103-19 (the "Regulation"), to fund such reimbursement
with proceeds of tax-exempt obligations, the University must declare its expectation of such reimbursement
before making the Expenditure; and
WHEREAS, the University and the Authority desire to preserve the ability to reimburse the
Expenditure with proceeds of tax-exempt obligations;
NOW, THEREFORE, THE UNIVERSITY HEREBY RESOLVES that it reasonably expects
to reimburse Project expenditures with the proceeds of the bonds to be issued hereafter by the Authority,
and this Resolution shall constitute a declaration of official intent under the Regulation.
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the
October 23, 2003 meeting of the Board of Regents of Stephen F. Austin State University.
This Resolution will be available for public inspection at the office of the Authority at 300 West
15th Street, Suite 411, Austin, Texas, and at the office of the University at 1936 North Street, Austin
Building, Office 315, Nacogdoches, Texas.
Adopted/Rejected by a vote of yeas, nays, effective as of , 2003.
Kenneth James, Chairman
Board of Regents
Stephen F. Austin State University
Fred Wulf, Secretary
Board of Regents
Stephen F. Austin State University
Stephen F. Austin State University
Schedule of Budget Increases
July 2, 2003 to September 9, 2003
Appendix No. 3
TOTAL 144,646
Policies for Board Review
October 23, 2003
Appendix No. 4
14
Policies for Board Review
October 23, 2003
Appendix No. 4
1.5
Policies for Board Review
October 23, 2003
Appendix No. 4
16
Use of University Facilities B-l
Original Implementation: April 11, 1980
Last Revision: July 17, 2001 October 23, 2003
All Stephen F. Austin State University buildings, facilities, equipment, and grounds shall
be used only in the pursuit of the stated objectives of the University - academic, cultural,
and public service. Groups not affiliated with the University may be granted use of
University facilities according to the general policies provided herein and an agreement
to adhere to the specific rules and procedures governing the use of the individual
facilities.
It is the responsibility of the user to become acquainted with and abide by these specific
rules.
Definitions:
1. "Student" means a person who is currently enrolled for academic instruction or
research at the University.
2. "Campus" shall mean all real property over which the University has possession and
control by law.
3. "University group" shall mean a registered student organization, other student group,
or faculty and staff group. No group shall be considered a University group if it
includes a person who is not a student, faculty member, or employee of the University
unless that person is a member of the immediate family of a student, faculty member,
or employee of the University.
4. "Outside group" shall mean any organization or group that is not included within the
term "University group."
5. "Sponsoring organization" shall mean a University group that vouches for an outside
group's use of University facility.
6. "University official" means a person charged with the responsibility for supervising
the use of a University facility.
7. "University agency" shall mean an academic school, department, or program, or a
University council, committee or auxiliary enterprise.
Priorities and Limitations for Use of University Facilities
1. Mission of the University
PI
Nothing contained in this policy shall be construed to prohibit or hinder operation of the
University in fulfilling its mission as a public institution of higher education. All
activities associated with that mission shall have priority in the use of the University's
facilities.
2. Individuals
Individuals engaged in the educational mission of the University shall have the right to
use the University's facilities in accordance with federal, state, and local laws, as well as
the rules and regulations of the University.
As a general rule, priority for the use of the University's facilities shall go first to the
students and second to the faculty and staff. However, exceptions to this rule may be
made in certain instances by the University administration.
Immediate family members of students, faculty, and staff may be granted limited use of
University facilities through established programs designed to promote the enrichment of
campus life and to enhance the living-learning environment of the University.
3. Groups
a. Only organized groups (no individuals) sponsored by a University agency
conducting an activity that is within its established role and scope may be allowed
the use of University facilities.
b. However, outside groups without a sponsor may be permitted to use the
facilities of the University Center, subject to all other appropriate guidelines
contained in this policy.
Reservations
1. Application
a. Application for use of University facilities by University agencies shall be
made to the appropriate University official as follows:
Facility j Appropriate University Official
Classroom, auditorium, { Dean of School having jurisdiction over that
office space and off- | space
campus facilities j
University Center j Director, Auxiliary Services
Residence Halls ! Director, Housing
Library Carrels and j Director, University Libraries
Seminar Rooms !
University Coliseum and j Associate Athletic Director for Internal \
P2
Stadium ; Affairs
Health and Physical Chairman, Department of Kinesiology
Education Complex and
Tennis Courts
Other Outside Recreational \ Director, Intramurals
Areas
Other Outside Areas of the ■ Dean, Student Development
Campus |
b. Application for use of University facilities by outside groups shall be made to
the Vice President for Business Affairs, except for the coliseum, stadium, and
University Center, which shall be made to the individual indicated above.
2. Additional Procedure
In addition to this policy, the University may establish procedures for reservation and use
of each University facility. The University official responsible for each facility may be
contacted regarding the policies for that facility.
3. Identification of Sponsor
The user may not assign or delegate any control or responsibility to any other user or co-sponsor,
agent, or third party without prior written approval of the appropriate University
official. All users or co-sponsors of an event must be clearly identified prior to
confirmation of a reservation. Reservations for presenting one event may not be used for
presenting a different event without written approval by the appropriate University
official.
4. Assignment of Reservations
No reservation may be assigned in whole or in part. The current fee schedule will be
available from the appropriate University official. Fees for outside groups are established
at rates which will, at a minimum, ensure recovery of that part of the operating cost of the
facility that is attributable directly or indirectly to such use by an outside group.
5. Deposit
An advance deposit (specified in the fee schedule) may be required for reservations for an
event conducted by an outside group.
6. Bond and insurance
Outside groups who use a University facility may be required to provide a contract
performance bond. They may be required to provide liability insurance covering injury to
persons, including those resulting in death, and property damage insurance, including
P3
damage to the University facility, in amounts and under policies satisfactory to the Vice
President for Business Affairs. Copies of such policies shall be furnished to the Vice
President for Business Affairs no later than thirty (30) days prior to the event and in all
cases prior to announcement of the event.
Financial Policies
1. University agency/groups
Excess income over expenses, including the fee for use of the facility derived from an
event sponsored by a University agency/group, may be retained by the University
agency/group to further its activities and programs. Excess expenses over income of an
event shall be absorbed by the sponsoring University agency/group. Additional cost of
maintenance, including standbys, custodial and utilities will be considered an expense of
the event.
2. Outside group
If an outside group (other than a public entity or athletic coaches summer camps) using a
University facility charges those attending an event any admission or registration fee, or
accepts donations from those in attendance, a complete accounting of all funds collected
and of the actual cost of the event shall be submitted to the Vice President for Business
Affairs within (30) days after the event. If the funds collected exceed the actual cost of
the event, the user is required to remit such excess funds to Stephen F. Austin State
University as an additional charge for use of the facility. The University reserves the right
to audit all records pertaining to income and expenses, to prescribe methods of collection,
and to participate in audits of funds at the point of receipt. Additional cost of
maintenance, including standbys, custodial and utilities will be considered an expense of
the event.
3. Payment for damages
All users and sponsors shall be responsible for payment for damages to the University
facility, its fixtures, and equipment, whether caused by the user or its patrons, ordinary
wear and tear excepted.
4. Broadcast and recording rights
The University reserves all rights and privileges for radio and television broadcasts,
whether live or transcribed for delayed transmission, and all visual or audio recordings
originating from the University facility. Should the University grant to the user such
privilege, the University has the right to require advance payment of any estimated
related costs to the University, such as installation of equipment. Such permission must
be granted in writing by the University President in advance of broadcast or recording.
Policies for Outside Users
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Any proposed use of the University facility must be appropriate and suited to the size,
structure, purpose and operating costs of the facility. For outside groups, there must be
good reason to expect that a proposed event will require features unique to the facility or
which are otherwise unavailable in the community. All proposed events must be
conducted in accord with applicable state and federal laws and regulations, as well as the
rules, regulations and policies of the University Board of Regents. Users must
demonstrate to the satisfaction of the appropriate University official that they have the
staff, experience, contracting authority, financial status and other qualifications necessary
for carrying out the proposed events in a satisfactory manner.
1. Review of contracts
All contracts related to the presentation of an event, including contracts between user and
performers, speakers, sub-contractors, managers, and others, are subject to review and
approval by the General Counsel and the appropriate Vice President.
2. Hazards
If the University, in its sole discretion, determines that a proposed event poses a potential
hazard to public safety, the event may be canceled or denied. No user may install or
operate any equipment, fixture or device, nor operate or permit to be operated any engine,
motor or other machinery, or use gas, electricity or flammable substances in the facility
except with prior written approval of the appropriate University official, under such
conditions and restrictions as the University official may specify. All electrical
connections must be made by University personnel under direction of the staff of the
appropriate University official and all house equipment must be operated by University
personnel. No equipment, device or fixture may be used which, in the opinion of the
University official, endangers the structural integrity of the facility.
3. Conflict with University activities
An event shall not be permitted for any purpose which, although in accord with the
general purposes of the University, is of such character or occurs at such circumstances
that they are likely to interfere or cause major conflict with any University activity,
program or event, or are inimical to the interests of the University.
4. Management functions
Management functions are retained by the University and may be delegated to users or
others only with the written permission of the appropriate Vice President. The functions
include, but are not limited to, the following:
All facets of ticketing and ticket policies, including scaling, acquisition,
distribution, and sale.
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All matters of staffing, crowd control, technical arrangements, promotions, and
advertising.
5. Concessions and catering
Use of the University facility does not carry the right for the user to control concessions.
Sale and distribution of food, beverages, souvenirs, or other concession items are
reserved to the University or its concessionaires.
6. Signs and displays
No signs, messages or other materials may be posted, displayed, distributed or announced
in, on or adjacent to, the University facility by user or sponsor without prior written
approval of the University official. Such materials may not be fastened to any part of the
facility except in spaces provided for this purpose and may not be permitted to interfere
with crowd movement and safety.
7. Religious organizations
A religious organization applying for use of a facility must submit written evidence to the
appropriate University official from the Internal Revenue Service that organization has
been granted an exemption from taxation under Section 501(c)(3) of Title 26 of the
United States code (Internal Revenue Code), and shall be permitted to use the facility no
more than one (1) time during a calendar year.
8. Political organizations
A political organization applying for use of the facility must present written evidence to
the appropriate University official that the organization had candidates for either national,
state, district or local offices listed on the ballot at the last general election, and shall be
permitted to use the facility no more than one (1) time during a calendar year.
9. Individual candidates for political office
Individual political candidates and their election organizations are not permitted to
reserve a University facility. However, if a candidate is invited by a University group,
then he or she may appear in the facility, provided that the group extending the invitation
is responsible for reserving the facility and meeting all costs related to the event.
10. Advertising
All news releases, handbills, advertisements, television and radio announcements or other
media utilized to inform the public of a non University event to be held in a University
facility must carry a disclaimer, approved by the General Counsel, to the effect that use
of Stephen F. Austin State University facilities does not imply endorsement of the event
or the sponsoring organization by the University.
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Penalty and Hearing
1. Suspension
If a user or sponsor violates the provisions of this policy, or the laws regulating the use of
state property, the appropriate University official with the approval of the Vice President
to whom he/she reports may suspend the use of University facilities, or certain University
facilities, by the user or sponsor for a specified period of time not to exceed one (1) year.
Suspension shall mean that reservation requests by the user or sponsor shall be denied by
the University during the specified period of time.
2. Notice of Suspension
When a University official suspends a user or sponsor from the use of University
facilities, the official shall notify in writing, the user or sponsor, and the vice president
who has responsibility for space assignment, of the suspension. The written notice shall
contain all the following:
a. that the user or sponsor may not use University facilities, or certain designated
University facilities, for a specified period of time, not to exceed one (1) year
from receipt of the notice;
b. the name and title of the University official imposing the suspension, along
with an address where the University official may be contacted during regular
working hours;
c. a brief statement of the acts or omissions resulting in the suspension; and
d. notification that the suspended user or sponsor is entitled to a hearing on the
suspension.
3. Request for Hearing
a. A suspended user or sponsor may submit a written request for a hearing on the
suspension to the appropriate University official within fourteen (14) days from
the date of receipt by the user or sponsor of the notice of suspension. The
University official shall grant a hearing not later than seven (7) days from the date
of the request and shall immediately mail written notice of the time, place, and
date of the hearing to the person.
b. The hearing shall be held before a discipline committee reviewing the
suspension in question.
Source of Authority: Board of Regents, President
Cross Reference: None
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Contact for Revision: President
Forms: None
P8
Camp and Conference Reservations ^"^
Original Implementation: 1987
Last Revision: January 15, 2002October 23, 2003
Each year Stephen F. Austin State University is host to a variety of camps, clinics, workshops,
and conferences. To facilitate the many and varied requests of these groups, the Coordinator for
University Reservations and Conferences, referred to in this booklet as the Coordinator, located
in the University Center, room 110, is available to assist Camp Directors in arranging housing,
meal tickets, meeting space, insurance, parking permits, and banquets. A camp as referred to in
this document refers to all special programs, camps and conferences.
Eligibility
Any camp or conference requesting use of University facilities must have a University sponsor.
If profit-making agencies are involved with the program, the sponsoring organization must
receive prior approval from the Vice President for Business Affairs to conduct the campr-AU
adult, non credit groups or University groups awarding Continuing Education Units must be
sponsored through the Department of Continuing Education.
It is the responsibility of the sponsoring individual or organization to ensure that programs and
activities conducted in the University Center or at other locations on the University campus are
in compliance with the Americans with Disabilities Act.
Age of Participants
Camp participants under ten (10) years of age are not permitted to stay over-night in the
residence halls unless accompanied by parents and under close supervision at all times.
Request for Camp/Conference Facilities
The first step for the Camp Director will be to submit a completed "Camp/Conference
Reservation Contract" to the Coordinator (see appendix for sample). The form should be
completed with estimates of size of the camp. Housing, meal cards, meeting space and other
requests will be reserved according to the stated needs on this form. Completion and return of
these forms as early as possible will help assure that each specific need will be met. Some areas
are limited and will be supplied on a first-come, first-serve basis. A packet containing passes,
tickets, insurance forms and instructions will be assembled and should be picked up at the
Coordinator's office two (2) weeks before the scheduled camp date.
Insurance Requirements
It is the responsibility of the sponsoring department to ensure that each group has appropriate
liability coverage. All non-credit participants spending the night in University residence halls
must be insured. A per camper/night fee will be assessed at the completion of the camp and
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billed to the proper account. A list of names of all participants to be insured must be submitted to
the office of the Coordinator on the first working day of the camp session. Completing insurance
forms are the responsibility of the Camp Director. Forms returned because e^- o/insufficient
information are also the Camp Director's responsibility.
Health Clinic
A medical release and consent form (see appendix for sample) must be completed and signed by
the parent/guardian of each camper under age 18. Neither the clinic nor local hospitals will treat
a minor student without this release form in hand. The Camp Director is responsible for having
these forms signed and readily accessible at all times in case of an emergency.
Claim forms are available from the Coordinator as needed. The attending physician/professional
will forward the claim form to the insurance carrier following a medical visit. No claim will be
processed without the signature of a camp official.
A camp official must accompany a student camper to the University Health clinic, local hospital
emergency room, or pharmacy.
Emergency Phone Number
All camp participants should be informed that a campus 911 number is available to them should
an emergency take place.
Parents of participants should be informed of the twenty-four (24) hour emergency phone
number (936) 468-2608 at the University Police Department.
Billing Procedures
Billing for summer camps will be handled through the Coordinator's office. Costs for meals,
housing and insurance will be negotiated each year and the projected costs made available upon
request. An account number or billing address should be supplied at the time of the original
camp reservation. After the camp is completed, one total bill for lodging, damages, lost keys,
meals, special banquets, SFA food service deliveries and pick-ups, insurance, and other
applicable costs will be assessed and billed to the camp account. Any damages, etc. discovered
after the close of the camp will remain the Camp Director's responsibility.
Camp cancellations must be made in writing to the Coordinator. Cancellations within one
month to two weeks prior to the starting date of the camp will incur a $100 dollar cancellation
fee. There will be a $150 per day charge for each day that the camp was scheduled when the
cancellation is made within two weeks of the beginning date of the camp.
Housing
The Camp Director should estimate as closely as possible the number of students and counselors
needing University housing for the camp session. Space will be reserved as per the reservation
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completed by the Camp Director. Concurrent camps may result in two or more groups occupying
the same residence hall. In the event that this becomes necessary, the Camp Director will be
allowed the opportunity to request additional facilities. The request for additional facilities will
be granted if housing facilities are available. Additional fees will be charged for this service and
will be established according to the type of facility requested.
Before the camp session, the Camp Director will receive lists of final hall assignments, summer
Hall Directors and their current phone numbers. Two weeks before the camp session the Housing
Department will send floor plans, roommate lists, information specific to the building such as
rooms being used for storage and not available to campers, and the current phone number for the
Hall Director. The Camp Director should contact the Hall Director as soon as the lists are
received and should keep the Hall Director updated on changes and special needs the camp may
have in the hall.
If it is necessary for a camp to have camp staff or campers arrive one night early or check out
one day later than the main camp, the early arrivals/late checkouts may be housed in a different
facility for this time. Any early arrivals or late checkouts must have authorized supervision.
Final Arrangements
At least two (2) weeks prior to the start of the camp session the Camp Director should contact the
Hall Director assigned to the camp to finalize arrangements. Issues to be discussed include early
arrivals, pre-camp inventory of the residence hall, check-in and checkout procedures, room
assignments, storage of equipment, late departures and end of conference inventory of the
residence hall.
The SFA Housing Department is responsible for the overall cleaning of the residence halls, but it
is the Camp Director's responsibility to make sure campers' posters, trash and other items are
removed from the rooms and taken to the dumpster. The Camp Director is responsible for
removal of any writing on walls, mirrors or doors prior to departure.
Housing damages and lost key charges are assessed after the group has left the residence hall, but
remain the Camp Director's responsibility. (See Damages for more information) Groups meeting
in the lobbies of the residence halls are responsible for the general cleaning of these areas. Food
deliveries are not permitted after the front desk closes.
Participants may not use hallways, floors, or rooms other than those assigned to the camp.
Special Accommodations
Any camper or conference attendee that will need special accommodations due to a disability
should contact the Coordinator prior to arrival on campus.
The Camp/Conference Director Responsibilities
(Participants as presented below refer to all individuals associated with the camp/conference
including campers, instructors, staff and guests).
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The Camp/Conference Director:
1. Will provide counselors and staff for the camps, preferably one counselor per ten
campers. Campers should be supervised during any free time.
2. Inspects residence hall facilities immediately prior to and after the camp session;
3. Advises participants of appropriate check-in and checkout procedures including charges
for damages and lost keys;
4. Familiarizes participants with University policies, especially those pertaining to fire and
emergency evacuation procedures, appropriate conduct, possession of controlled
substances and fire arms, and authorized entry into rooms;
5. Maintains discipline of all participants;
6. Cooperates with the residence hall director and staff who are responsible for the safety,
security and maintenance of the building;
7. Collects and has readily available all Medical Release and Consent Forms on all
participants;
8. Informs the University in advance of early and late arrivals;
9. Completes insurance forms at the time of treatment;
10. Handles insurance forms returned for lack of student information;
11. Furnishes the coordinator with a camp roster as soon as possible but no later than twenty-four
(24) hours after camp check-in begins.
12. It is the responsibility of the sponsoring individual or organization to ensure that
programs and activities conducted in the University Center or at other locations on the
University campus are in compliance with the Americans with Disabilities Act.
The Hall Director's Responsibilities
The Hall Director is responsible for supervising the SFA residence hall staff. He/she will develop
a comprehensive work schedule, assist with distribution of keys and room assignments as needed
to provide the best possible service to conference guests. The hall director will be available to
assist the Camp/Conference Director in providing adequate supervision and disciplinary
guidelines to campers.
After camp completion, the Hall Director will be responsible for submitting to the Housing
Department the final count of rooms/beds used.
The Hall Director:
1. Acts as a daily contact person to assigned groups;
2. Prepares staff for handling emergencies and familiarizes them with overall building
layout (elevators, fire alarms, etc.);
3. Interprets, supports, and enforces University policies, procedures, and regulations;
4. Completes work orders and maintenance requests as needed for efficient hall
maintenance;
5. Completes administrative paperwork as required by the Residence Life Office or the
Housing Department.
6. Assesses all Housing charges at the Conclusion of the conference.
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Hall Director Phone List
Units 6620 Wilson 4906
Wisely 2663 Hall 14 5408
Todd 4907 Griffith 5401
North 2644 Hall 16 5100
Hall 10 4708 Steen 4607
Mays 4707 Kerr 5306
South 2793 Hall 20 2671
The Hall Director reports to the Coordinator of Residence Life.
The Residence Hall Staffs Responsibilities
The residence hall staff, under the supervision of the Coordinator of Residence Life and the day-to-
day responsibility of the Hall Director, will assist in summer camp programs.
The Hall Staff:
1. Cooperates with the Hall Director in the operation of the residence hall;
2. Assists with check-in and preparation of facilities for each camp;
3. Assists with checkout and inspection of rooms at the close of each camp ;
4. Performs desk responsibilities during assigned desk hours, gives information, checks
guests in and out, issues keys, takes messages, and/or any other duties deemed necessary;
5. Serves as a referral/resource person to camp participants;
6. Assists in acquainting Camp Director with University policy, emergency procedures and
facilities lay-out;
7. Maintains necessary reports and an accurate accounting of money, keys, maintenance
requests, damages, etc.;
8. Is accessible in emergency situations;
9. Maintains duty hours as assigned by the Hall Director;
10. Attends staff meetings as assigned by the Hall Director; and,
11. Performs other duties as assigned by the Hall Director.
Residence Hall Rules and Regulations
Agenda/Schedule. A copy of the agenda or schedule for each conference group must be left with
the Hall Director to assist the residence hall staff in directing student during their stay.
Alcohol. Alcohol is not allowed in residence halls at any time.
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Cleaning Fee. Cleaning charges may result if the participant leaves the room in any condition
that requires custodial personnel to be called in for extra cleaning or the removal of trash from
the building.
Controlled Substance. Unlawful use, manufacture, possession, or delivery of any controlled
substance or dangerous drug is prohibited in residence halls.
Damages. The camp will be charged for any damages to the residence hall or its furnishings.
Attaching signs or posters to the doors or the walls with tape may result in damage charges. The
University is not responsible for any damage to a camper's room as a result of theft, vandalism,
or maintenance failure. The Housing Department encourages a representative from each group to
conduct a walk through inspection of each room prior to the arrival of the camp. All pre-existing
damages should be noted at that time. The Hall Director will be available to inspect each room
with the Camp Director upon request. The Camp Director is responsible for removal of any
writing on walls, mirrors or doors prior to departure. Housing damages and lost key charges are
assessed after the group has left the residence hall, but remain the Camp Director's responsibility.
Desk. The desk will be open from 10 a.m. until the Camp curfew (no later than midnight).
Messages for camp participants received by desk attendants will be posted in a central location
and not delivered to individual rooms. The Hall Director will unlock the front doors at the time
requested by the camp director. The front door will be locked at midnight, or earlier if requested.
Any one that is locked out of the building may use the emergency phone located next to the door
to contact the University Police Department for admittance to the building.
Desk Deliveries. Deliveries of prepaid merchandise may be made to the residence hall desk
while it is open. Desk assistants will notify participants of a delivery, but shall in no way be
made accountable for such items. Occupants will be contacted for deliveries when payment is
needed.
Discipline and Supervision. It is the responsibility of the Camp Director or camp staff to
administer discipline to participants who violate camp or University regulations. On occasions
when camp personnel are not available, residence hall personnel will temporarily handle the
situation. In cases of chronic or severe discipline problems, the residence hall director reserves
the right to recommend that a camp participant be sent home. Violation of federal, state or
municipal law will require the involvement of the University Police Department. All camps must
provide on - site camper supervision throughout the duration of the camp. This includes
overnight supervision within the residence hall.
Emergency. In case of an emergency call 911 or University Police at (936) 468-2608.
Entry-Authorized Entry Into Rooms. Entry into a residence hall does not normally constitute a
search. University personnel and the camp staff may enter a room to remove a potential fire,
safety, or health hazard; to perform maintenance; to correct situations intruding upon the comfort
of others (a phone or alarm clock continuously ringing, loud radios, etc.); to retrieve items upon
P14
request of the participant's immediate family; and to retrieve the personal belongings of other
individuals where there is no apparent dispute to ownership of the property.
All other situations which would require entry into a room should be coordinated with the Hall
Director who may consult with University Police.
Evacuation Procedures. All persons are required to evacuate a building when an emergency
alarm is activated. If an alarm sounds, each person must leave the room and proceed to the
nearest clear exit. Stairwells must be used instead of elevators. If the camper is unable to exit the
room, a towel, sheet, or similar item should be placed outside the window, so that emergency
personnel will know that someone is in the room. Camp Directors may request that a fire drill be
scheduled during the camp by contacting the Hall Director prior to arrival.
Facility Sharing. In order to be more energy efficient, two or more camps may be scheduled in
the same facility.
Firearms. Possession or use of weapons or explosives (such as pistols, rifles, shotguns,
firecrackers, cherry bombs, or any weapons prohibited by laws of the state of Texas) in
University-owned-or-controlled buildings is prohibited.
Fire Safety. No incense or candles may be burned in residence halls. If an extinguisher is
maliciously discharged, a fee for refilling the extinguisher and for clean-up will be assessed.
Transmission of a false alarm is a violation of state law and violators will be prosecuted.
Gambling. Gambling in any form is prohibited.
Games. Because of potential physical harm or residence hall damage, active games such as
running and the use of frisbees, footballs, ice or water fights etc., are not allowed within
residence halls. It is the responsibility of the camp to store the equipment for the camp such as
basketballs, etc.
Guests With Disabilities. Conference guests that need any special accommodations should
contact SFA's Camp Coordinator prior to arrival.
Housekeeping. Housekeeping staff are on duty Monday through Friday. Common areas of the
residence halls and community bathrooms are cleaned daily. Cleaning of individual rooms and
trash in individual rooms is the responsibility of the camper. Any housekeeping concerns should
be reported to the front desk.
Keys. Keys are issued according to the Camp Director's request and University Policy at the time
of check-in. Keys must be turned in to residence hall staff at checkout. A replacement fee will be
assessed for each key that is not returned at the end of the camp session. This charge covers the
cost to change the lock and make a new set of keys. Camp officials will not be issued master or
front door keys to any building. In the event a camper is locked out of a room, Camp Staff will
be asked to confirm the identity and room assignment of the camper before a new key is issued.
Each Camp Director will develop the camp procedure for lockouts.
Laundry Facilities. Coinless washing machines and dryers are located in each residence hall.
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Lost and Found. Lost and found items should be turned into the front desk. At the end of each
camp, the Camp Director may pick up any lost and found items. Anything left over from the
camp will be turned into the University Center Information Desk on campus. SFA cannot be
responsible for lost or stolen items.
Maintenance. Any maintenance problems should be reported to the Hall Director or desk
personnel. Abuse of elevators, televisions, laundry machines or ice equipment or other excessive
maintenance charges may be billed to the camp.
Medication. The residence hall staff will not dispense any type of medication to a camper.
Contact the SFA health clinic at (936) 468-4008 if a camper will need assistance with medication
during the camp session.
Movies. No movies may be shown in the residence hall lobbies due to licensing law restrictions.
Pets. No pets are allowed within the residence halls.
Public Areas. Eating, drinking and smoking are not permitted in the lobbies, hallways, laundry
rooms, community baths or other public areas. Pizza parties etc., should be held outside or the
food distributed and the campers dispersed to their rooms.
Roommates. The Camp Director will handle all roommate problems. If a room change is
necessary, consult the Hall Director.
Smoking. No smoking is allowed in the residence halls or on the front porches during camps.
Storage. Rooms used for reasons other than living space will be charged the private room rate,
(i.e. storage, offices or conference rooms).
Telephones. The University does not furnish telephones for individual residence hall rooms.
Camp staff members are encouraged to bring telephones. Local telephone service is provided in
each room. Dial 9 for an outside line. In order to place a long distance phone call, a telephone
calling/credit card must be used. Incoming collect calls may not be accepted. The phone number
is printed on the telephone jack.
Trash Policy. The SFA Housing Department is responsible for the overall cleaning of the
residence halls, but it is the Camp Director's responsibility to make sure campers' posters, trash
and other items are removed from the rooms and taken to the dumpsters located outside of each
building. The Housing Department will furnish each camper with a plastic trash bag when they
check into the building and large bags at the end of each camp to gather all of the smaller bags
for removal from the building.
Vending. Vending machines are provided for the convenience and enjoyment of the camp
participants. Empty or malfunctioning machines should be reported to the front desk as soon as
P16
possible. Camp participants who lose money in the machines should report to the U.C. Business
Office, located in the basement of the University Center, for a refund.
Windows. Windows in residence halls must be closed at all times for air conditioning systems to
function properly. Window screens may not be removed by residents.
Dining Service
Meal and Hall Access tickets to be used by camps will be printed and enclosed in the camp
packet according to the estimated number stated on the reservation form at a price per card.- As
a general rule, 10% extra meal tickets will be included to handle lost and damaged cards at no
charge.- Meal cards are numbered for use in assignment. If a card is lost, the Coordinator's
office should may be notified immediately and SFA Dining Services will be alerted to watch for
the lost card. SFA Dining Services will charge the group for actual meals eaten. There will be a
charge for failure to notify reservations if the group misses a meal. The count will be taken at the
cafeteria register and that count will be considered final, should a dispute arise.
To facilitate quick access to the cafeteria when several large groups are on campus
simultaneously, meal times wiU- should be staggered. From the information provided on the
reservation form, Food Services will be notified of the first and last scheduled meals to be eaten
in the cafeteria and whether or not the group will be missing a meal If the group misses a meal
and the Coordinator was not notified, a 75% minimum charge will be assessed. Special banquets
in the University Center can be arranged through the Coordinator's office according to University
Center policies.
HPE Facilities
PHYSICAL ACTIVITY FACILITIES
Primary physical activity facilities are the Shelton Gym, Norton Health and Physical Education
Complex (HPE), the outdoor swimming pool, tennis courts, intramural fields and sand volleyball
courts. Facility requests will be made in writing by the Camp Director on the Camp/Conference
Reservation Contract. All physical activity facilities will be scheduled around academic classes
(to be set in March), maintenance, intramural programs and field condition.
1. Shelton Gym - basketball or general use. One regulation size basketball court or two
smaller basketball courts with P.A. system and bleachers for approximately one thousand.
Can be booked for sports camps and cheerleading camps during the day, 8am -7 pm. Can
be booked for recreational camp use from 7pm - 10pm. Camps will be allowed one gym
only.
2. Norton HPE Complex - five basketball courts with no seating or PA system. Can be
booked for sports camps and cheerleading camps from 8am - 7pm and for recreational
use from 7pm - 10pm. Camps will be allowed one gym only.
3. Outdoor Swimming Pool - capacity of 150 swimmers, can be booked from 7pm ~10pm
for camp use with a two hour minimum.
4. Tennis Courts - twelve courts available for camps/conferences, can be reserved from
8am - 10pm. No equipment will be furnished by the University.
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5. Intramural fields - located on Wilson Drive, usually set up for Softball during the summer
months. Can be requested from 8am - 10pm. The fields will not be confirmed until two
weeks prior to the camp.
6. Sand volleyball Courts - four courts. Can be reserved from 8am - 10pm.
University Center Games Area
The Games area located in the University Center basement will be available to campers during
regular SFA hours. Special permission for use at other times may be granted by the Director of
Auxiliary Services. Group reservations should be made on the camp reservation form. Cost for
games and machines are posted in the Games area. A late charge may be assessed for groups
staying after hours.
University Center Meeting Rooms
Rooms in the University Center are made available to summer camps on a first-come, first-serve
basis following established University Center policies. Only food purchased through the
University is to be served in the University Center meeting rooms. Arrangements for room set-up
and food orders for banquets or meetings must be made in the Coordinator's office two weeks
prior to the event. Failure to notify the Coordinator of a cancellation approximately 72 hours in
advance of the scheduled activity will result in payment of the cost incurred by the University
Center or Food Service personnel. University Center decorating restrictions will be strictly
enforced. The Nibbler's Nook and the lounge areas are non-reservable areas during regular
operating hours. Lounges are primarily intended for general use by the public. Due to limited
space in the University Center, rooms in the U.C. will not be available for storage before the
camp dates. Boxes shipped before the group's arrival to the campus must be held by the
sponsoring department.
Academic Buildings for Meeting Rooms
The Coordinator will be available to assist Camp Directors in reserving meeting spaces in
academic buildings and auditoriums following policy guidelines for each building. For
assistance, the Camp Director should specify dates, hours, and group size on the reservation
form.
Coliseum
Reservations for use of the coliseum will be arranged by the Coordinator following the
University regulations for coliseum usage. A per-event fee may be charged.
University Police/Parking
Parking permits will be available through the Coordinator's office for campers bringing cars and
buses to the SFA campus/Parking permits are to be displayed in the car window while on
campus and disposed of after the camp is completed. If a group of parking spaces is needed, the
Coordinator will arrange with the University Police Department for an area to be marked off for
the camp.
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Source of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: None
Contact for Revision: Director of Auxiliary Services
Forms: Medical Release and Consent Form (available in Auxiliary Services); Camp/Conference
Reservation Contract (available in Auxiliary Services); Camp Director's Check List Form
(available in Auxiliary Services)
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University Center Operations B-29
Original Implementation: 1966
Last Revision: August 1, lOOQOctober 23, 2003
GENERAL OPERATIONS
1. Reservations in the University Center are made through the Coordinator of University
Reservations and Conferences, referred to hereinafter as the Coordinator.
2. It is the responsibility of the Sponsoring Agency to ensure that the programs, related activities,
and printed material are accessible to persons with disabilities. The University does not accept
responsibility for insuring that the programs or activities of the group are in compliance with the
provisions for the Americans with Disabilities Act.
Questions regarding accessibility of facilities for a specific program being held in the University
Center should be directed to the Coordinator.
3. The Nibblerfs Nook is a non-reservable area for general use by the public during regular
operating hours.
4. Lounges are primarily intended for general use by the public. Limited use of the areas for
active programming will be allowed upon approval of the Director of Auxiliary Services.
Approval will depend upon several variables that will include time, size, and type of program.
5. Animals or pets of any kind, excluding, service animals shall not be permitted in the building
at any time.
6. Individuals or groups reserving space in the University Center shall be responsible for the
behavior of their members and guests and also shall be responsible for any damage caused by
their guest or members.
7. Failure to comply with the Operations Policy or with requests of the persons enforcing this
policy may result in suspension of privileges to use the University Center and/or lead to action
under the University disciplinary code.
8. Disorderly conduct and disturbing the peace shall not be permitted in the University Center
and may lead to disciplinary action.
9. Possession or use of intoxicating beverages is not permitted in the University Center.
Alcoholic beverages will he permitted in the University Center for receptions or meals (only if
catered or sold through a licensed vendor and approved in advance by the President)
10. Card playing or table games may be played only in the Games Area or in rooms reserved for
such purposes. No such games will be played in the dining area, the Hungry Jack Inn, the
Nibbler's Nook or lounge areas. Gambling in the building is prohibited.
P20
11. No classes, lectures, laboratories, tests or any type of class for credit shall be scheduled in the
University Center, except under extenuating circumstances.
12. The University Center will not be responsible for any articles lost in the building.
13. Food and drinks shall not be permitted on the second floor of the building except when
provided by University Center personnel for approved reservations. Food and beverages are not
allowed in the carpeted lounge areas without prior arrangements with the Coordinator.
14. Electrical circuits shall not be altered nor connected to, except through outlets provided and
with the approval of the Coordinator.
15. Equipment and furnishings assigned to the University Center shall not be removed from the
immediate vicinity of the University Center for any reason, except upon permission from the
Director of Auxiliary Services.
16. The public address system shall be used for music and official announcements only.
17. Skates, skateboards, bicycles or bikes of any kind are not allowed inside the University
Center.
18. Presidents and sponsors of student organizations may rent tables and chairs for activities
adjacent to the University Center after the activity has been approved by the Director of Student
Development Affairs. Tables and chairs must be rented with the Coordinator. Tables must be
checked out and checked back in at the University Center Information Desk (See charges).
DISTRIBUTION OF PROMOTIONAL MATERIALS
1. Only University organizations, including academic departments, registered student
organizations, faculty and staff organizations, other organizations and entities officially
associated with the University and the Alumni Association may display or distribute promotional
materials in the University Center after following established procedures. Promotional materials
include literature, publications, and posters.
a. The promotion of commercial enterprises is prohibited.
b. Promotional materials must be registered and filed with the Office of Student
Development: -Affairs
c. Posters and banners must be registered by the Coordinator.
d. Posters shall not exceed 14" X 22".
e. Banners shall not exceed 18 feet long by 21" tall.
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f. Posters may be put up within five (5) days prior to the event or earlier if the space is
available and shall be limited to three (3) posters per event in the University Center at any
one time. Any exceptions must be reviewed and approved by the Director or Auxiliary
Services. Posters will not be displayed for longer than two weeks.
g. No posters or decorations will be placed on the building proper, including posts,
porches, terraces, doors, walks, walls, fountains, planters, floors, or draperies.
h. Banners may be hung in designated areas of the University Center.
i. After the scheduled event, University Center personnel will remove and discard all
posters and banners.
j. Banners will not be posted longer than two (2) weeks.
2. After registration, any materials to be displayed on the tables in Food Service areas must be
taken to supervisory personnel of the respective dining areas for distribution instructions.
Material may not be distributed in cafeterias during dining hours.
POLITICAL CAMPAIGN POLICY
1. No political campaign posters of students or non-students will be posted in the University
Center.
2. Campaign literature of student candidates with permission of the cafeteria manager may be
placed on the tables in the cafeterias if the literature does not include fund or membership
solicitation.
3. Posters or flyers announcing political events, registered for campus, may be posted in the
University Center or distributed on cafeteria tabletops in conformance with University Center
policy. Only the name of the candidate, the date, time, place and sponsoring organization may be
on posters or flyers announcing a political event.
4. Candidates for political office, both student and non-student, may casually visit with students,
personnel, or other patrons in the University Center to solicit votes. Distributing campaign
literature or cards will be prohibited in the University Center.
5. Political Candidates may reserve rooms for meetings following all University Center policies
and subject to all applicable charges.
SOLICITATION
1. Selling, canvassing, petitioning, fund raising, surveying and membership drives by approved
student organizations, will be permitted in the University Center after registration with the
Director of Auxiliary Services and the Office of Student Development Affairs. University
departments, faculty and staff organizations, the Alumni Association and other organizations and
entities officially associated with the University must seek approval from the Director of
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Auxiliary Services. Reservations for tables and space in the University Center must then be made
with the Coordinator.
2. No group, except for University departments and the Alumni Association with approval, shall
act as an agent for a commercial company.
3. Fund raising or charitable solicitation and the sale of products or services by community
organizations or businesses shall be are prohibited in the University Center. This regulation shall
not apply to University functions as defined in the University Solicitation Policy.
4. Solicitation for newspaper delivery may be conducted in the University Center on days
designated by the Director of Auxiliary Services in areas assigned by the Coordinator. All
newspaper solicitors will have equal space.
BUILDING HOURS
1. The main portion of the University Center will be open daily from 6:30 a.m. until 9:00 p.m.
The building will open Saturdays at 1 a.m. and Sundays at 8 a.m. There will be a late charge, for
those who reserve rooms, for each additional hour after 9:00 p.m. The University Center may
stay open late without charge for a University-sponsored event. The Nibbler's Nook and Post
Office areas will be open 24 hours daily. Cafeterias and the Hungry Jack Inn will be open
according to posted schedules.
2. All events in the University Center will conclude by 12 midnight, Sunday through Thursday
and by 1 a.m. Friday and Saturday. All patrons of the facilities are to vacate the center
immediately after that time. No student, faculty or staff member, except by permission of the
Director of Auxiliary Services shall remain in the University Center after it is officially closed.
3. Hours of operations of the various areas and closing of the building between semesters, on
holidays, and during summer semesters shall be at the discretion of the Director of Auxiliary
Services.
DECORATIONS
1. Organizations or individuals conducting activities in the University Center may request
assistance with decorating needs from the Special Services Manager. Arrangements for
decorations will be made with the Coordinator.
2. There is no charge for using the table decorations from the existing inventory, for catered
meals and receptions. Groups and individuals reserving rooms are responsible for safekeeping of
arrangements and will be charged for loss or damage. If UC linen tablecloths are used, no crepe
paper may be used due to fading. There will be charges for the use of UC linen on non-food
tables.
3. Delivery of decorator items from the University Center to other buildings is prohibited except
as approved by the Director of Auxiliary Services and with appropriate charges.
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4. The University Center will not store items overnight for patrons. All items, including balloons,
brought into the Center for decorating purposes must be removed immediately following the
event. Trash bags may be supplied by the UC custodial service for balloon and trash removal.
5. The University Center shall not be responsible for any articles left in the building.
6. Decorations will be attached only to self-supporting scaffolding and/or attachments provided
for decorating purposes. Standards, easels, room dividers, or tack boards are available and may
be requested through the Coordinator.
7. Excessive decorating requests such as: hanging and removing items from the ceiling or sides
of the room above the existing wires, activities requiring the use of scaffolding, ladders and
electrical hookups will be charged a maintenance fee. (See charges)
8. The use of adhesive tape, glues including spray glue and hot glue, tacky tape, thumb tacks,
masking tape or nails on doors, posts, ceilings, walls, floors or fixtures is prohibited.
9. The use of hay or other flammable materials will not be permitted in the UC without prior
approval.
10. Decorations must be constructed by the organization outside the facility. Sawing, painting or
hammering, other than joining complete sections, must be done outside the building.
11. In case of special decorating needs, check with the Coordinator. A time may be established
for entry into the facility for the purposes of decorating with appropriate charges.
12 Services and equipment provided at no charge are subject to availability, and working
conditions.
RESERVATIONS
1. Reservation Books are opened the first working day of the new calendar year for the following
calendar year. The general policy is to honor reservations on a first-come, first-serve basis.
Regular summer camps and special University functions will automatically be scheduled for the
corresponding dates each year.
2. Reservation contracts must be confirmed and the reservations document signed by the
reserving person two weeks prior to each event. Unconfirmed reservations after this time will
automatically be canceled.
3. Reservations will not be accepted the day of the event.
4. The scheduling of activities, facilities, or equipment for recognized University clubs and
organizations must be made by the president a group officer or the sponsor of the organization.
P24
5. Failure to use or release a University Center facility forty-eight hours prior to the event, may
result in the group paying the regular room rates.
6. Groups scheduling activities with an expected attendance of 700 or more are required to
secure the services of a University Police Officer.
7. Commercial enterprises are normally not permitted to reserve or use space in the University
Center for purposes of promotion or selling. The Director of Auxiliary Services may approve a
commercial enterprise entering into an agreement with the University Center for solicitation
within the center, provided the activity has cultural or educational value.
8. Changes in physical set-up of reserved space must be arranged with the Coordinator or after
office hours with the University Center Night Manager. Requested changes will only be
accommodated as time permits and will be subject to charges.
9. Off campus groups or individuals may be required to make a prepayment of three fourths of
the expected total bill two weeks before the event.
10. Groups and individuals with outstanding bills or debts owed to the University Center will
have their reservation privileges in the UC suspended.
11. Only food and beverage prepared by the University Center Food Service will be served in the
meeting and dining rooms of the University Center. A Catering Booklet with menus and
University Center charges is available in the Coordinator's office.
12. Only registered university organizations may reserve tables adjacent to the lounge areas in
the University Center.
13. Events that will continue after 9 p.m. must be scheduled at least two (2) weeks prior to the
event.
14. Use of University facilities or services are subject to be changed or cancelled based upon
priority needs of the University as determined by the Director of Auxiliary Services.
TECHNICAL SERVICES
1. The University Center will provide technical equipment if available. See the Coordinator for a
list of available equipment. Reservations for the event and technical equipment are made with
the Coordinator two weeks before the event. Late additions of technical equipment to the order
must be made at least two days prior to the event and a late charge will be assessed (See
charges).
2. Only University Center personnel will be permitted in the Technical Service booth above the
Grand Ballroojn.
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3. University Center technical equipment will not be taken from the University Center except by
approval of the Director of Auxiliary Services and with the appropriate charges.
FACILITY USAGE BY APPROVED STUDENT ORGANIZATIONS AND UNIVERSITY
DEPARTMENTS
1. Approved student organizations and University departments will be permitted to use
University Center facilities for non-catered events at no charge.
2. Any dance sponsored by an approved student organization must have prior approval from the
Dean of Student Development before room reservations will be made. Dances will be limited to
one (1) per month per organization.
3. Student organizations will be allowed two (2) hours per week for series meeting purposes.
Exceptions must be approved by the Coordinator. Senas-meetings are scheduled the first class
day of the semester. Series meetings are scheduled by email on a first come first served basis.
Once the series is confirmed and the reservation is processed, changes will not be made without
a fee. If two weekly series meetings are missed the series will be canceled.
4. An activity scheduled to continue past 12 midnight must be supervised by a University police
officer(s). A fee will be assessed for UPD service in addition to the UC late charge.
FACILITY USAGE BY OFF-CAMPUS GROUPS
1. Off-Campus groups which are sponsored by a University department may use the University
Center facilities without room charges.
2. Off-Campus groups without a University department sponsor shall be permitted to use the
facilities of the University Center and will be subject to guidelines and charges.
CATERING
See Catering Booklet or access the Catering website at
<http://www.osa.sfasu.edu/auxser/catering.html> on the internet.
CAMPUS LOST AND FOUND
The University Center shall maintain a campus Lost and Found Department at the Information
(See Disposition of Abandoned Personal Property policy in the SFA Policy and Procedure
Manual).
CHARGES
See University Center price list at our web site <http://www.auxser.sfasu.edu/uc/pricelist.html>
on the internet.
P26
Source of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: None
Contact for Revision: Director of Auxiliary Services
Forms: None
P27
Food Services C-13.5
Original Implementation: January 20, 1998
Last Revision: January 30, 2001 October 23, 2003
The University is committed to providing students the opportunity to participate in the
selection and evaluation of the food service contractor. Students are encouraged to
participate by attending regularly scheduled meetings of the Food Service Advisory
Committee. The Advisory Committee provides the Director of Auxiliary Services and
food service contractor with immediate feedback on issues and concerns of the students.
During the last year of each contract term, the University will ask the Food Service
Advisory Committee to participate in the formal evaluation of the food service program.
Should the University decide to retain the contractor, the Advisory Committee will assist
the Director of Auxiliary Services in the preparation of the terms and conditions of the
new contract.
Should the decision be made to re-bid the contract, an ad hoc committee will be
convened. The committee will be appointed by the Vice President for University Affairs
and will include members of the Advisory Committee, the faculty and administration.
Source of Authority: Section 51.940, Texas Education Code; Board of Regents;
President; Vice President for University Affairs
Cross Reference: Stephen F. Austin State University Web Page
Contact for Revision: Director of Auxiliary Services
Forms: None
P28
Withdrawal Without Financial Clearance C-39
Original Implementation: October 26, 1978
Last Revision: August 1,2000 October 23, 2003
Any student who withdraws from or otherwise leaves the University withoutmas/
clearing his/her financial record, i.e., without having returned borrowed books and
equipment, paid any outstanding Uuniversity property traffic fines, and settled other
financial matters with the University.^ Students failing to fulfill these obligations will be
subject to the following sanctions until such time thatas-the record is cleared Sanctions
will be imposed whenever a student is in possession ofunreturned university property or
is otherwise indebted to the university beyond a minimal amount established by university
administration for unpaid fines, etc.
The following sanctions will be imposed^:
1. The student will not be permitted to re-enroll.
2. The student will not be eligible to receive an official transcript of academic work
completed.
3. The student will not be issued a diploma.
PROCEDURES FOR IMPLEMENTATION
1. When a student withdraws, notification will be sent by the Registrar to:
(a) the instructor of each course in which the student has been enrolled,
(ba) the dean of the appropriate academic college, and
(eb) the Business Office,
(c ) the Financial Aid Office,
(d) the Housing Office and
(e) Steen Library.
2. Each department in which the student has a financial deficiency requiring the
imposition of sanctions will e/Y/sercontact the student in an effort to cloar their part of the
student's financial record, notify the Business Office, citing the nature of the deficiency or
will place a registration and transcript hold on the student }s record. It will be the
student's responsibility to contact the appropriate office to clear his/her record. These
offices will then notify the Registrar's Office once the deficiency has been resolved.
P29
3. All deficiencies which persist will be reported by the affected department so that Tthe
Registrar can implement thew/7/ impose sanctions specified in the policy until the
student }s record is cleared.
4. When a student leaves the University without officially withdrawing and has not
cleared his/her financial record, the affected department will implement steps 2 and 3, as
outlined above.
Source of Authority: ProvostNice President for Academic Affairs
Cross Reference: General Bulletin, Graduate Bulletin
Contact for Revision: Provos//Vice President for Academic Affairs
Forms: None
P30
Professional and Consultant Services C-45
Original Implementation: October 26, 1999
Last Revision: April HOctober, 2003
Before entering into a Professional or Consultant Services contract, the department must
determine whether the individual should be hired as an independent contractor through the
procedures outlined herein or as an employee through the PAR process. To make this
determination, refer to the IRS 20-Question test
(www.myplanet.net/rstrate/NSN__IRS_20_Questions.html).
DEFINITIONS
"Professional Services" means those services within the scope of the practice of:
1) accounting
2) architecture
3) landscape architecture
4) land surveying
5) medicine
6) optometry
7) professional engineering
8) real estate appraising
9) professional nursing
or those services provided in connection with the professional employment or practice of a
person who is licensed or registered as
1) a certified public accountant
2) an architect
3) a landscape architect
4) a land surveyor
5) a physician, including a surgeon
P31
6) an optometrist
7) a professional engineer
8) a state certified or state licensed real estate appraiser
9) a registered nurse
Based on State Comptroller object codes and associated reporting requirements, the following
types of services are also categorized as professional services and will be processed under the
same rules and guidelines defined herein:
1) guest artists
2) guest entertainers
3) guest lecturers
4) guest musicians
5) guest performers
6) guest speakers
7) other professional services
"Consulting Services" means the service of studying or advising a state agency under a contract
that does not involve the traditional relationship of employer and employee.
A consultant may be used only if there is a substantial need for the consulting services and only
if the agency cannot adequately perform the services with its own personnel or obtain the
consulting services through a contract with a state governmental entity.
"Major Consulting Services Contract" means a consulting services contract for which it is
reasonably foreseeable that the value of the contract will equal or exceed $125,000.
NOTE that the $4-25,000 threshold is not a one-time cost, but rather a cumulative amount for on
going consulting services.
"Consultant" means a person that provides or proposes to provide a consulting service. The term
includes a political subdivision but does not include the federal government, a state agency, or a
state governmental entity.
SELECTION OF A PROVIDER
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A "Professional Service" provider is not to be selected on the basis of competitive bid but rather
1) on the basis of demonstrated competence and qualifications to perform the services; and 2) for
a fair and reasonable price, as long as professional fees are consistent with and not higher than
the recommended practices and fees published by the various applicable professional
associations and do not exceed the maximum provided by law.
Architectural, engineering, or land surveying services must be procured in the following manner
in accordance with Government Code 2254.
1) Select the most highly qualified provider based on demonstrated competence and
qualifications;
2) Attempt to negotiate a contract with the selected provider at a fair and reasonable price;
3) If a satisfactory contract cannot be negotiated with the most highly qualified provider,
formally end negotiations with that provider; select the next most highly qualified provider; and
attempt to negotiate a contract at a fair and reasonable price. The selection process for
architectural, engineering, or land surveying services shall continue in this manner until a
contract is accepted by all parties.
A "Consulting Service" provider is to be selected based on demonstrated competence,
knowledge, and qualifications and on the reasonableness of the proposed fee for the services. If
other considerations are equal, preference shall be given to a consultant whose principal place of
business is in the state or who will manage the consulting contract wholly from an office in the
state.
If competitive bidding will enhance the selection process for either professional or consulting
services, contact the Purchasing Director to discuss options for making informal price
comparisons or preparing a formal Request For Proposal.
Major Consultant Contracts $±25,000 or greater must be submitted to the Legislative Budget
Board and the Governor's Budget and Planning Office, and must be submitted to the secretary of
state for publication in the Texas Register for a minimum of 30 days. The published invitation
must include a finding by the President that the consulting services are necessary and an
explanation of that finding. The General Counsel's office must be contacted to process this
paperwork.
Professional or Consulting Service solicitations $25,000 or greater must be posted on the State
Business Daily (Marketplace) up to 21 days prior to the date of service.
Professional or Consulting Services $50,000 or greater must be approved by the Board of
Regents. (Items Requiring Board of Regents Approval, Policy D20.5)
RESTRICTIONS ON HIRING PREVIOUS OR RETIRED EMPLOYEES
1. HIRING A PAST EMPLOYEE ASA PROFESSIONAL OR CONSULTANT
P33
State Funds - strictly prohibited within 12 months of the employee's separation date
Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds; the purchase process will follow that
outlined in 'Procedures For Securing Professional Or Consultant Services'.
2. HIRING A RETIREE ASA PROFESSIONAL OR CONSULTANT
State Funds - strictly prohibited within 12 months of the employee's separation date
Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds; the purchase process will follow that
described below.
3. HIRING A PAST EMPLOYEE/RETIREE AS A CONSULTANT
If a past employee or retiree is hired within 2 years of leaving SFA or any other state agency, the
consultant must disclose in his/her offer or contract the following information: a) nature of
employment at the agency; b) the date employment was terminated; c) the annual rate of
compensation at termination. This requirement does not apply to professional services.
4. HIRING A COMPANY EMPLOYING A PAST OR RETIRED EMPLOYEE ASA
PROFESSIONAL OR CONSULTANT
Any Funds - allowed only if the past or retired employee does not work on a project that was
similar to his/her duties while employed by SFA within the first 12 months of leaving.
5. HIRING AN EXECUTIVE DIRECTOR OF ANY STATE AGENCY FOR ANY CONTRACT
Any Funds - Restrictions apply to contract for professional or consultant services with a) the
executive director of the state agency; b) a person who at any time during the four years before
the date of the contract was the executive director of the state agency; c) a person who employs a
current or former executive director of a state agency. (Government Code 669.003)
PROCEDURES FOR SECURING PROFESSIONAL OR CONSULTANT SERVICES
1) Determine if the need is that of a professional or a consultant service. Contact the Purchasing
Director or Office of the General Counsel if assistance is needed in making this determination.
2) Determine if the selection of a professional or consulting service provider would be enhanced
by informal price or qualifications comparisons or a formal Request For Proposal or Request for
qualifications process. Contact the Purchasing Director to discuss options.
P34
3) Once the need is identified, enter the requisition. Amounts may be estimated. If the vendor
will perform essentially the same service on multiple dates, only one requisition is to be entered
with separate lines for each date.
4) If the contract is a "Major Consultant Contract", the department must contact the General
Counsel's office for appropriate action complete a Major Consulting Contract Request form at
least 60 days prior to the need for service. The form is to be foi*warded to the Office of the
General Counsel to facilitate the finding and posting requirements stated above under 'Selection
Of A Provider'.
5) Negotiate a contract, either directly or through Purchasing. All applicable rules associated
with the amounts specified in 'Selection of A Provider' must be followed.
6) Agreements for expense reimbursement only do not require execution of a formal contract.
Other professional or consultant agreements require a formal contract be reviewed by the Office
of the General Counsel and signed by the President.
7) Agreements including a stipend only or stipend plus expense reimbursement require a formal
contract to be reviewed by General Counsel and signed by the President. The department may
draw up a contract using samples provided by General Counsel
(www.sfasu.edu/gencounsel/howtos2.htm) or Purchasing may complete the contract. The
contract may be complex or very simple depending on the nature of the services to be provided
and must clearly define:
a. The responsibilities of each party, in clear detail
b. The period of time the contract is to be in effect
c. The amount of payment
d. The terms of payment
e. The contractor's federal identification or social security number for payment processing; to
secure this information, the department should have the Contractor complete a W9 form. The
form can be obtained from the Controller's Office
8) The contract must be reviewed by SFA General Counsel and signed by the President or other
administrator with written delegated contracting authority.
9) The completed contract with signatures of all parties must be forwarded to Purchasing for
completion of the Purchase Order.
10) The receiving entry must be made in the FRS system. Payment will be made through normal
Accounts Payable procedures. To insure inclusion in a particular Thursday's check run, the
department should have payment information to Accounts Payable by the previous Friday.
P35
11) The consultant's report, if applicable, must be on file in Accounts Payable before payment
will be made.
Source of Authority: Texas Government Code Title 10, Subtitle F, Section 2254; Texas
Government Code Title 10, Subtitle F, Section 2252.901; Texas Government Code Title 6,
Section 669.003; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: Sample forms/clauses available on General Counsel's web page,
www. sfasu.edu/gencounsel/howtos2 .htm
P36
Travel C-49
Original Implementation: October 31, 2000
Last Revision: July 25, 2002 October 23, 2003
Applicability
Unless otherwise stated, this policy applies to employees and prospective employees traveling in
a University capacity except members of the Board of Regents and the President, who are
exempt, and intercollegiate athletics. All policies, rules, and regulations related to travel on
behalf of, or in connection with, intercollegiate athletics are included in the current issue of the
Intercollegiate Athletics Policy Manual.
The travel regulations contained in this policy apply to all University funds. The reimbursement
limits established by this policy may be exceeded only if funds are available in, and the
additional costs are charged to, a discretionary account controlled by the budget manager
authorizing the additional expenditure. For this policy, discretionary funds shall be defined as
specified accounts established for the sole purpose of discretionary use.
General Travel Regulations
Generally, the State of Texas Travel Allowance Guide is the authoritative document regarding
travel rules and regulations. The Guide is located in the Controller's Office and at Travel
Website. In case of conflict between the Guide and this policy, this policy takes precedence.
Employees, and others traveling on behalf of the University, are not reimbursed on a flat per
diem basis. Instead, they are reimbursed for actual meal and lodging expenses, subject to the
provisions of this policy.
The applicable account manager may limit or prohibit reimbursement of any travel expenditure
provided the traveler is notified in advance.
Travel Request
Except as stated in the Applicability section of this policy, anyone traveling on University
business must obtain permission in advance of the trip. A Travel Request form (available from
University Printing Services and at Travel Website) must be submitted and approved at all
applicable levels, as indicated on the form, whether or not expenses will be incurred. All
expenses to be paid or reimbursed by the University are to be reflected on the Travel Request,
regardless of whether they are to be prepaid. A Travel Request is not required for prospective
employees.
The Controller's Office uses the Travel Request to encumber funds against the appropriate
account(s). The Travel Request will be approved by the Controller's Office only when account
balances are sufficient to cover the total estimated cost of the trip.
Travel to Washington, D.C.
Before traveling to Washington, D. C, an employee shall inform the Texas Office of State-
Federal Relations about the timing and purpose of the trip, and provide the office with the name
of a person who may be contacted for additional information about the trip. A completed form,
Report for State Agency Travel to Washington, D. C. (available at Travel Website), will meet
this requirement.
P37
Foreign Travel
Official University business travel to any foreign country other than Canada or Mexico requires
advance written approval from the Chair of the Board of Regents. The traveler must submit a
Travel Request through the appropriate administrative channels to the President, who will
forward the request to the Board Chair. To be considered for approval, foreign travel must be
directly related to the University's mission and must require a duty that cannot be performed
without the travel.
A completed Travel Request form (available from University Printing Services and at Travel
Website) must be routed through the appropriate administrative channels in sufficient time to be
approved by the Board Chair prior to the date of departure.
Charge Card for Travel Expenses
An Bank of America individual corporate charge card is available for eligible employees who
wish to charge travel expenses. In order to apply, the employee must take, or expect to take,
three (3) or more business trips per fiscal year, or expend at least $500 per fiscal year for official
State business. An employee is not required to accept a State-issued charge card.
The State-issued Bank of America individual corporate charge card is to be used for business-related
charges only while traveling on official State business. Use of the card for personal
business is considered a violation of State policy and the employee may be subject to
disciplinary action. The individual whose name appears on the card is solely responsible for
payment of the account. If the card is suspended or cancelled for misuse or nonpayment, the
employee will be ineligible for travel advances from the University.
If the application is approved by Bank of America//?^ credit card company, the employee agrees
to be bound by the Corporate Card and Commercial Card cGardmember ^Agreement which will
be sent with each card. Additionally, the employee agrees to be bound by the State policies
governing the use of the cGard. Applications and further information concerning this program
are available in the Controller's Office or at Travel Website . The employee, the employee's
supervisor, and the travel manager in the Controller's Office must sign the
application.application must be signed by the employee, the employee's supervisor, and the
travel manager in the Controller's Office.
Advance Travel Funds
Advance travel funds are available for employees who wish to obtain money in advance of the
trip. These funds may be requested on the Travel Request form (available from University
Printing Services and at Travel Website) for: (1) employees ineligible for the Bank of America
individual corporate charge card, (2) group travel, or (3) airline tickets that must be paid well in
advance of the travel date. (3) airline and hotel reservations that must be paid well in advance of
the travel date, or (1) travel with particularly unusual circumstances (reason must be specified on
the Travel Request form). Employees eligible for the corporate credit card are not eligible for
advances. Eligibility for the state-issued corporate card is defined as taking three or more
business trips per fiscal year or expending at least $500.00 per fiscal year for official State
business. The minimum amount of advance funds that can be obtained is $100.
The Travel Request should be received by the Controller's Office at least five (5) working days
prior to departure. Generally, the requested funds will be available at the University Business
Office at least one working day prior to departure. Advance travel funds will be issued by a
check made payable to the individual requesting the funds. As a condition of receiving advance
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travel funds, the employee agrees to refund any excess (amount advanced less documented
eligible expenditures on the Travel Voucher) within 30 days from the ending date of the trip.
An advance travel check will only be issued prior to the trip. No advancement is authorized if the
trip has already occurred commenced. The traveler should submit a Travel Voucher for
reimbursement subsequent to the trip.
Travel Voucher (Travel Expense Documentation and Reimbursement)
In order to receive reimbursement, travel expenditures must be documented on a Travel Voucher
(available from University Printing Services and at Travel Website) signed by the traveler and
the account manager. The Travel Voucher must reflect the total actual reimbursable expenses of
the trip, regardless of whether advance travel funds were received. Receipts are required for
most travel expenses (see applicable section of this policy for specific details), except meals. In
the case of meal expenses for group travel, the sponsor/advisor must provide documentation of
how the funds were expended. The sponsor/advisor should contact the travel manager in the
Controller's Office in advance of the trip for instructions.
The Travel Voucher should be submitted, with receipts attached, to the Controller's Office
within 30 days from the ending date of the trip. No reimbursements will be made and all
encumbrances will be cancelled 30 days after the end of the fiscal year.
The State of Texas Travel Allowance Guide can be useful in the completion of Travel Vouchers.
It provides comprehensive information on travel procedures and the proper classification of
travel related expenditures. A current copy of the Guide is available in the Controller's Office or
at Travel Website .
Foreign Currency Conversion
All amounts listed on the Travel Voucher must be converted to U.S. dollars using the rate
applicable on the date of the expenditure. A foreign currency conversion table is available at
Travel Website . Documentation of the conversion calculation must be attached to the Travel
Voucher.
Reimbursement Rates - Lodging
Reimbursement may not exceed the amount of lodging expenses actually incurred at a
commercial lodging establishment, subject to maximum allowances stated below. The original
itemized lodging receipt, attached to the Travel Voucher, is required.
The State Travel Management Program of the General Services Commission has contracted with
several commercial lodging establishments for special rates. The contracted vendors and rates
are listed in the Texas State Travel Directory, which is distributed to each department.
Employees are encouraged to utilize the contracted vendors when possible.
In-State
Travelers may be reimbursed for the actual cost of lodging, not to exceed eighty dollars ($80)
per day. Additionally, they may be reimbursed for local taxes on the allowable lodging cost.
State tax on in-state lodging will not be reimbursed to State employees. Instead, State
employees must submit a completed Texas Hotel Occupancy Tax Exemption Certificate
(available from University Printing Services and at Travel Website ) to commercial lodging
establishments at check-in. Employees should also be prepared to show proof of State
employment.
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Out-of-State
The maximum reimbursement rates for out of state lodging are provided by the Texas State
Comptroller Texas State Comptroller provides the maximum reimbursement rates for out-ofstate
lodging. A list of the rates, which is updated from time to time, is available at Travel Website .
Within the continental United States, lodging reimbursement is limited to the locality-based
allowance as stated on the list. For cities and counties not included on the list, the allowance is
the median rate established in that state for lodging. Applicable taxes on the allowable lodging
costs may also be reimbursed. Travelers to Alaska, Hawaii, or a foreign country may be
reimbursed for actual, reasonable costs.
If the actual cost of lodging exceeds a locality's lodging allowance, an employee may reduce the
maximum meal reimbursement rate for that locality and use the reduction to increase the lodging
reimbursement rate for that locality. No such adjustment can be made to increase the maximum
meal reimbursement rate.
Shared Lodging
When two or more employees share lodging, each employee must pay and claim their prorated
share of the cost. The University will reimburse each employee his share of the lodging expense,
not to exceed the applicable maximum lodging reimbursement rate. A list of names of those
sharing the same room should be attached to each Travel Voucher.
If only one of the individuals sharing lodging is an employee, then the amount that the employee
may be reimbursed for lodging expenses is the lesser of the single occupancy room rate or the
maximum lodging reimbursement rate.
Reimbursement Rates - Meals
This section of the Travel policy is inapplicable to Road Bus Drivers. Normally, Road Bus
Drivers are not reimbursed for meals. Any reimbursement of meal expenditures by Road Bus
Drivers is subject to the discretion and approval of the Director of the Physical Plant.
Employees may be reimbursed for meal expenditures while away from campus if the travel
requires them to be at least 25 miles from the University for at least six (6) consecutive hours
during the calendar day. Meals are reimbursed at the lower of actual cost or the following meal
allowances:
IN-STATE *OUT-OF-STATE
Breakfast $ 5.00 16.7% of locality-based allowance
Lunch $ 10.00 33.3% of locality-based allowance
Dinner $15.00 50% of locality-based allowance
Total $30.00
* Within the continental United States, meal reimbursement is limited to the locality-based
allowance (list available at Travel Website ) provided by the Texas State Comptroller. For cities
and counties not included on the list, the allowance is the median rate established in that state for
meals. Travelers to Alaska, Hawaii, or a foreign country may be reimbursed for actual,
reasonable costs.
The following timetable indicates which meals are reimbursable:
Breakfast Travel includes 8:00 a.m. or before
Lunch Travel includes 11:30 a.m. - 1:30 p.m.
Dinner Travel includes 6:00 p.m. and after
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Dinner Travel includes 6:00 p.m. and after
Actual meal expenses without overnight stay are reimbursable, not to exceed the in state rates
listed above, $25.00 per day -regardless of the travel location. Internal Revenue Service rules
(Publication 463) state "you cannot deduct the cost of meals if it is not necessary for you to stop
for sleep or rest to properly perform your duties." Therefore, all reimbursement for meals
without overnight stay is taxable to the employee. The reimbursement will be paid monthly in
the employee's regular payroll check, and taxes will be withheld.
Additional guidelines for meal reimbursement:
• Some registration fees include meals. In this case, the registration fee is fully
reimbursable but no additional amount can be claimed for the included meals.
• Meals purchased for the traveler by another person are not reimbursable.
• In the case of employees traveling together, each must pay and claim their own expenses.
• Tips, gratuities, and alcoholic beverages are not reimbursable.
• Meal receipts are not required. In the case of meal expenses for group travel, the
sponsor/advisor must provide documentation of how the funds were expended. The
sponsor/advisor should contact the travel manager in the Controller's Office in advance of
the trip for instructions.
Reimbursement Rates - Mileage
The number of reimbursable miles traveled by an employee may not exceed the number of miles
of the most cost-effective route. The shortest route between points, including the use of all farm-to-
market roads, is presumed to be the most cost-effective route. The Texas Comptroller of
Public Accounts Mileage Guide (available at Travel Website ) calculates the mileage between
two locations. When both locations are in the Mileage Guide database, the employee may be
reimbursed for either the number of miles (1) calculated by the Mileage Guide or (2) calculated
from the employee's odometer. When one or both locations are not in the Mileage Guide
database, the number of reimbursable miles is calculated from the employee's odometer. Mileage
determined by use of the employee's odometer must be itemized on a point-to-point basis on the
Travel Voucher. Any vicinity mileage at the destination location must also be itemized
separately on a point-to-point basis. For the purposes of this paragraph, "point" means a building,
house, highway intersection, or other similarly localizedsimilarly localized spot.
The reimbursement rate for use of an employee's personal vehicle is established by the State
legislature. That rate is specified in the State of Texas Travel Allowance Guide (available in the
Controller's Office or at Travel Website ) or as updated by the Texas State Comptroller.
Four-Per-Car-Rule
Coordination of travel must occur when two, three, or four employees travel on the same dates
with the same itinerary to conduct the same official State business. When coordination of travel
is required, only one employee may be reimbursed for mileage.
Reimbursement Rates - When Representing the University President
If the President is unable to attend a meeting or conference, the President may designate, on an
individual trip basis, one employee as a representative to travel. Under this provision, the
employee is reimbursed for actual expenses, not to exceed twice the maximum allowance rates
for lodging and meals specified by this policy. The Travel Voucher must be accompanied by the
P41
original designating document from the President. Receipts are required as specified in this
policy.
Registration Fees
The registration fee for attendance at a professional meeting is reimbursable if the fee was
approved on the Travel Request. The fee must be shown as a miscellaneous expense on the
Travel Voucher, with the original receipt attached.
Attendance at in-town conferences does not require a Travel Request. Employees may be
reimbursed for in-town registration fees by submitting a completed Travel Voucher, as they
would for any other travel reimbursement. The description should indicate that the conference
was in Nacogdoches.
Some registration fees include meals. In this case, the registration fee is fully reimbursable but
no additional amount can be claimed for the included meals.
Prepayment of Registration Fees by University
When requested, the University will prepay the registration fee for official business conferences
and seminars. If the meeting is being held out-of-town, the employee must first obtain approval
to travel by submitting a Travel Request showing the registration fee as an estimated cost of the
trip. Additionally, a completed Purchase Voucher (available from University Printing Services
and at Travel Website ) and registration form must be submitted to the Controller's Office well
in advance of the payment due date.
The state-issued Procurement Card may also be used to prepay registration fees.
Airline Ticket Purchases
Any airline ticket expense, whether to be prepaid or reimbursed, must be listed on the approved
Travel Request.
The State Travel Management Program of the General Services Commission has contracted with
several airlines to provide special airfare rates for certain flights. University employees traveling
on official State business are encouraged to use these contracted rates when possible. A listing of
the flights and rates is available at Travel Website .
An employee who wishes to charge an airline ticket directly to the University must submit an
Airfare Billing Form (available from University Printing Services) to the Controller's Office.
After approval, the employee must present the signed form to a local participating travel agency
(list available at Travel Website . The travel agency will book the flight and charge the expense
to the University rather than to the employee.
The original receipt, attached to the Travel Voucher, is required for airline ticket reimbursement.
Airline ticket reimbursement to the employee will be made only after completion of the
travel. However, an employee may request advance travel funds for airline tickets that must be
paid well in advance of the travel date. The University cannot reimburse an employee for the
cost of air transportation by a person who is not a commercial transportation company.
Motor Vehicle Rentals
If approved on the Travel Request, most expenses of renting a motor vehicle are reimbursable.
The daily rate, applicable taxes, and other mandatory charges are reimbursable. An additional
driver charge is reimbursable if it is incurred for an official State business reason. Also, collision
damage waiver and loss damage waiver expenses are reimbursable if they are not already
P42
included in the contracted rate (see next paragraph). The following expenses are not
reimbursable: liability insurance supplement; personal accident insurance; safe trip insurance;
personal effects insurance.
The State Travel Management Program of the General Services Commission has contracted with
several vehicle rental agencies to provide special rental rates. Most rates include unlimited free
mileage, free loss damage waiver, and free primary liability coverage. University employees
traveling on official State business are encouraged to use these contracted rates when possible. A
listing of the agencies and rates is available at Travel Website .
A detailed receipt from the motor vehicle rental company, attached to the Travel Voucher, is
required for reimbursement of motor vehicle rental expenses.
Incidental Expenses
Expenses for ground transportation such as taxi, limousine, subway, bus and other modes of
mass transit are reimbursable, subject to the provisions of this section. All expenses must be
listed on the approved Travel Request and Travel Voucher. Limousine expenses are
reimbursable if it was the least costly transportation available considering all relevant
circumstances. If two or more State employees share a taxi or limousine, only the employee who
paid for the transportation may be reimbursed for that expense. Other official business expenses
(e.g., parking, telephone calls, and copy services) are also reimbursable.
Receipts are requested, but not required, for reimbursement of these incidental expenses. If
receipts are not provided, an explanation of the reimbursable expenses must be detailed on the
Travel Voucher (including type of expense, date, amount and location).
The following are not reimbursable: expenses of a personal nature; expenses that would be
incurred by the employee regardless of official State business travel; tips and gratuities; alcoholic
beverages.
Student and Other GroupTravel
When a group travels together, it may be more convenient for one person to pay and claim
expenses of the entire group. In this case, the person paying the expenses will be responsible for
submitting the Travel Request and the Travel Voucher. Receipts are required for all expenses
of group travel, except meals. However, the sponsor/advisor must provide documentation of
how the funds were expended for meals. The sponsor/advisor should contact the travel manager
in the Controller's Office in advance of the trip for instructions. Additionally, a list of names of
all travelers must be attached to the Travel Request and Travel Voucher.
The group sponsor/advisor may request advance travel funds to pay expenses for the group (refer
to the Advance Travel Funds section of this policy for procedures). The sponsor/advisor will be
solely responsible for claiming reimbursement on the Travel Voucher, and for repayment of the
advance travel funds. Sponsors/advisors of group travel are encouraged to contact the travel
manager in the Controller's Office prior to the trip for helpful record-keeping tips.
Employees traveling together are not considered group travel. Each employee must pay and
claim his/her own expenses.
No Educational and General funds (account numbers 1-XXXXX) may be used to pay or
reimburse travel expenses for students. All other provisions of this policy apply to student travel.
Prospective Employees
P43
All provisions of this policy apply to prospective employees., except they are not required to
submit a Travel Request. Additional methods of payment are available to pay expenses incurred
during the interview process and are listed on the Travel Request-Prospective Employee form.
Non-Reimbursable Travel
Travel requests may be approved on a non-reimbursement basis for purposes that will not
conflict with other University policy and as approved in advance of travel through appropriate
procedures.
Approval on a non-reimbursement basis may be given for travel:
• regarded as official University business, but for which funds are not approved;
• associated with approved outside employment and consistent with the guidelines
pertaining thereto (Policy E-35);
• necessitated by faculty when providing consultant services related to the academic
programs of the University;
• that complies with the Leave of Absence policies (Policies E-29A and E-30N) of the
University;
e deemed consistent with the University's mission;
• necessitated by personal business that cannot otherwise be scheduled; or
• when approved annual leave is being used.
In any event of absence from class, the instructor is not to dismiss class but is to arrange for an
appropriate replacement. Moreover, only in extraordinary situations will travel be approved that
will result in the instructor missing the same class more than twice in succession.
SOURCE OF AUTHORITY: Texas State Comptroller; Vice President for Business Affairs;
State Travel Management Program of the General Services Commission; Internal Revenue
Service; Vice President for Academic Affairs
CROSS REFERENCE: Intercollegiate Athletics Policy Manual; State of Texas Travel
Allowance Guide; Texas State Travel Directory; Internal Revenue Service, Publication 463;
Texas Comptroller of Public Accounts Mileage Guide; Outside Employment, Policy E-35; Leave
of Absence (Faculty), Policy E-29A; Leave of Absence (Non-Academic), Policy E-30N
CONTACT FOR REVISION: Controller
FORMS: Travel Request, Travel Request-Prospective Employee, Travel Voucher, Texas Hotel
Occupancy Tax Exemption Certificate, and Purchase Voucher (all available from University
Printing Services and at Travel Website); Report for State Agency Travel to Washington, D.C.
(available at Travel Website); Bank of America Corporate Travel Charge Card Application
(available from travel manager in Controller's Office); Airfare Billing Form (available from
University Printing Services)
Questions regarding the preparation of forms mentioned in this policy should be directed to the
Controller's Office.
We hope the information in this site is helpful to you in making your travel plans and by
answering some of your travel questions. If you still need assistance, please contact the
P44
I controller's office Travel Desk by o mail or call me at (936) 168 2303.
For questions or comments about this site
Contact the Web Administrator
Last Revised: 08/23/2002 23:15:06 Last Revised: August, 2002
P45
ACCESS TO UNIVERSITY RECORDS D-l
Original Implementation: 1975
Last Revision: July 27, \999October 23, 2003
Access to documents or records in the custody or control of Stephen F. Austin State
University is determined by the provisions of state law. In Ggeneral, the records of the
University are open to public inspection during normal business hours, upon written
request. However, various exceptions to the public's right to examine University
documents exist under law. These include, but are not limited to, information in
personnel files, the disclosure of which would clearly be an unwarranted invasion of
privacy; documents relating to litigation or settlement negotiations; information relating
to the possible purchase of real property; student records; interagency or intragency
memoranda or letters not available by law except in the context of litigation; and rare
books or original manuscripts held for the purpose of research.
Written requests for the inspection of records or documents, except for lists of
employees, should be immediately referred to the Custodian of Public Records, who is
the University's General CounselQffice of the General Counsel. Requests for lists of
employees, with addresses, should be submitted to the Director of Personnel Services.
The University may charge for copies of public information in accordance with the fee
schedule created by the General Services Commissionrems Building and Procurement
Commission.
This policy does not prevent either students or employees from examining University
records applying to themselves.
SOURCE OF AUTHORITY: Open ReoordsPi/6/fc Information Act, Texas Government
Code, Chapter 552; President
CROSS REFERENCE: None
CONTACT FOR REVISION: General Counsel
FORMS: None
P46
Disposition of Abandoned Personal Property D-9
Original Implementation: October 18, 1988
Last Revision: January 30, 2001 October 23, 2003
Lost property means any unclaimed personal property coming into the possession of the
University, other than motor vehicles, as defined in the Texas Transportation Code.v Lost
property shall be deemed abandoned if the rightful owner does not come forth and make
a valid claim within ninety (90) days of the University's original possession.
Unless the abandoned property is being held as evidence to be used in a pending criminal
case, the University may dispose of the abandoned property by public auction. The
profits of the auction shall be used for student service activities as directed by the Office
of Student Affairs. However, if the rightful owner makes a valid claim to abandoned
property before auction, then the University shall return the property to the rightful
owner.
REPORTING OR CLAIMING ABANDONED PERSONAL PROPERTY
Any individual finding lost property on the University campus or seeking to claim lost
property should follow the guidelines listed below.
1. A person finding lost or unclaimed property should turn in said property at
the University Police Department or the Information Desk in the
University Center. Lost or unclaimed property found in Steen Library
should be turned in to the Circulation Desk on the first floor. Lost or
un

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Transcript

Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
October 23,2003
Volume 192
TABLE OF CONTENTS
Page
04-01 Approval of July 15, 2003 Minutes 1
04-02 Faculty and Staff Appointments for 2003-2004 1
04-03 Changes of Status , 4
04-04 Retirement 5
04-05 Leaves of Absence 6
04-06 Academic and Student Affairs
A. Underenrolled Classes 6
B. Approval to Offer Web-based Course 6
04-07 Financial Affairs
A. University Center Fee 6
B. Designated Tuition Rate 6
C. Resolution (Amended) Authorizing a Request for
Financing - University Center 6
D. Resolution Declaring Expectation to Reimburse Expenditures
With Proceeds of Future Debt 7
E. Fund Manager Changes 7
F. Music Fees 7
G. Budget Changes Less Than $50,000 7
H. Addendum Marketing Budget 7
04-08 Buildings and Grounds
A. Architectural and Engineering Services 8
B. Concrete Contract 8
C. Addendum Sale of Real Estate 8
04-09 Policy Revisions 8
04-10 Internal Auditor Reporting 8
04-11 University Center Plaque 8
Reports
A. Forestry 9
1. Proposed Masters in Resource Interpretation
2. Parks and Recreation Fee
B. Recognition of ITS, HUES, GIS and FRI Lab Personnel 9
C. Update on University Center Expansion and Renovation 9
D. Faculty Senate 9
E. Student Government Association 9
F. Vice President for Alumni Affairs 9
G. Vice President for University Advancement 9
G. President 9
Appendix No. 1 - Resolution (Amended) Authorizing a Request for
Financing - University Center 10
Appendix No. 2 - Resolution Declaring Expectation to Reimburse
Expenditures With Proceeds of Future Debt 12
Appendix No. 3 - Budget Changes 13
Appendix No. 4 - Policy Revisions 14
B-l Use of University Facilities PI
B-4 Camp and Conference Reservations P9
B-29 University Center Operations P20
C-13.5 Food Services P28
C-39 Withdrawal Without Financial Clearance P29
C-45 Professional and Consultant Services P31
C-49 Travel P37
D-lAccess to University Records P46
D-9 Disposition of Abandoned Personal Property P47
D-16 Hazing P49
D-19 Illicit Drugs and Alcohol Abuse P52
D-20 Intellectual Property P60
D-28 Records Management P70
D-34 Student Discipline P72
D-34.1 Student Conduct Code P91
D-35 Students Displaying Serious Psychological Problems P96
E-28 Insurance and Other Benefits P102
E-29A Leave of Absence (Faculty) PI 10
E-30N Leave of Absence (Non-Academic) PI 16
E-43 Retirement Programs P122
E-44 Security Sensitive Positions P125
E-47.2 Staff Development P126
F-3 Bookstore Special Orders P127
F-4 Bookstore Textbook Orders P128
F-12 Faculty and Staff Season Tickets P129
F-15 Guest Speaker P130
F-18 Mail Services P132
F-24 Scholarship Disbursement P134
F-26 Student Employment Center P136
F-27 Student ID Cards P140
F-30 Ticket Office Services P141
F-31 Vending P143
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
OCTOBER 23, 2003
The meeting was called to order at 9:03 a.m. by Chair Kenneth James. Board members
present in Room 307: Penny Butler, Margarita de la Garza Grahm, Kenneth James, Mike
Enoch, Gary Lopez, Susan Roberds, Lyn Stevens, Mike Wilhite and Fred Wulf. Absent:
none.
Others present in Board Room 307: Tito Guerrero, Mary Cullinan, Jerry Holbert, Miles
McCall, Baker Pattillo, Roland Smith, Yvette Clark, and other SFA administrators, staff,
and visitors.
Executive Session was announced at 9:50 a.m. and returned to Open Session at 2:40 p.m.
04-01
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the minutes of July 15, 2003 be approved.
04-02
Upon motion of Regent Wilhite, seconded by Regent Roberds, with all members voting
aye, it was ordered that the following appointments be approved.
1. Communication
Ms. Linda Bond, Instructor, MA (University of Texas - Permian Basin), at a
salary of $39,000 for 100% time for nine months, effective September 1, 2003.
2. College of Education
Ms. George Ann Leonard, Certification Officer/PBIC Manager, M.Ed. (Stephen F.
Austin State University), at a salary of $40,000 for 100% time for twelve months,
effective September 29, 2003.
3. Forestry
Dr. I-Kuai Hung, Assistant Professor, Ph.D. (Stephen F. Austin State University),
at a salary of $50,000 for 100% time for nine months, effective September 1,
2003.
4. Human Sciences
Dr. Hung-Sheng Lai, Assistant Professor, Ph.D. (Texas Tech University), at a
salary of $45,000 for 100% time for nine months, effective September 1, 2003.
5. Mathematics and Statistics
Dr. John L. McClain, Visiting Assistant Professor, Ph.D. (Texas A&M
University), at a salary of $45,469 for 100% time for nine months, effective
September 1,2003.
6. Nursing
Ms. Sara Bishop, Clinical Instructor, MSHP (Southwest Texas State University),
at a salary of $42,000 for 100% time for nine months, effective September 1,
2003.
Ms. Wendy Burr, Clinical Instructor, BSN (Stephen F. Austin State University), at
a salary of $36,000 for 100% time for nine months, effective September 1, 2003.
Ms. Delia Connor, Clinical Instructor, MSN (University of Texas Medical Branch
- Galveston), at a salary of $30,000 for 100% time for nine months, effective
September 1,2003.
Ms. Toni McDonald, Clinical Instructor, MSN (University of Texas - Arlington),
at a salary of $40,000 for 100% time for nine months, effective September 1,
2003.
Ms. Ellen Mishra, Clinical Instructor, MSN (University of Missouri - Columbia),
at a salary of $40,000 for 100% time for nine months, effective September 1,
2003.
7. Physics and Astronomy
Mr. Deric J. Gray, Visiting Lecturer, B.S. (Oregon State University), at a salary of
$36,000 for 100% time for nine months, effective September 1, 2003.
8. Political Science
Mr. Michael Pennington, Instructor, M.P.A. (West Virginia University), at a
salary of $33,000 for 100% time for nine months, effective September 1, 2003,
contingent upon completion of doctorate degree by May 30, 2004.
9. Secondary Education
Dr. Hugh Hayes, Assistant Professor, Ed.D. (East Texas State University), at a
salary of $52,000 for 100% time for nine months, effective September 1, 2003.
Dr. David Hollier, Assistant Professor, Ed.D (University of Houston), at a salary
of $42,000 for 100% time for nine months, effective September 1, 2003.
Dr. Amanda M. Rudolph, Visiting Professor, Ph.D. (University of Arkansas), at a
salary of $42,000 for 100% time for nine months, effective September 1, 2003.
10. Athletics
Mr. Louis Snelling, Assistant Track Coach at a salary of $23,000 for 100% time
for 10.5 months, effective August 25, 2003.
Ms. Stephanie McDonald, Assistant Athletic Director for Student Services (and
Senior Women's Administrator) at a salary of $48,500 for 100% time for twelve
months, effective August 29, 2003.
Mr. Gustave Younger, Assistant Athletic Trainer at a salary of $30,000 for 100%
time for 10.5 months, effective September 4, 2003.
11. Academic Affairs
Ms. Gina Oglesbee, Budget Coordinator - Academic Affairs at a salary of
$50,000 for 100% time for twelve months, effective November 3, 2003.
12. Environmental Health, Safety, and Risk Management
Mr. Jeremy Higgins, Director, at a salary of $58,000 for 100% time for twelve
months, effective January 1, 2004.
13. Enrollment Management
Ms. Monique Cossich, Executive Director, at a salary of $80,000 for 100% time
for twelve months, effective November 17, 2003.
04-03
Upon motion of Regent Butler, seconded by Regent Enoch, with all members voting aye,
it was ordered that the following changes of status be approved.
1. Academic Affairs
Dr. Marlin Young, from Interim Associate Provost and Professor of Business at a
salary of $116,000 for 100% time for twelve months, to Associate Provost and
Professor of Business at a salary of $116,000 for 100% time for twelve months,
effective September 1, 2003.
2. Admissions
Ms. Carolyn Hardy, from Assistant Director of Admissions at a salary of $39,901
for 100% time for twelve months, to Interim Director of Admissions at a stipend
of an additional $1,674.92 per month for up to three months or until the Director
of Enrollment Management position is filled.
3. Applied Arts and Sciences
Dr. Linda Morales, from Assistant Professor at a salary of $42,631 for 100% time
for nine months, to Interim Associate Dean and Director of the School of Social
Work at a stipend of $ 11,611 per semester until position is filled.
4. ECH Lab
Ms. Elizabeth Reid, from Assistant Director/Administrative Assistant at a salary
of $29,658.07 for 100% time for twelve months, to Assistant Director at a salary
of $30,062 for 100% time for twelve months.
5. University Affairs
Dr. Peggy Scott, from Associate Dean of Student Development at a salary of
$49,001 at 100% time for twelve months, to Judicial Officer at a salary of $49,001
forlOO% time for twelve months, effective August 1, 2003.
6. Intramurals
Mr. Mark Jackson, from Intramural Supervisor at a salary of $26,537 at 100%
time for 10.5 months, to Intramural Supervisor at a salary of $22,746 for 100%
time for nine months, effective September 1, 2003.
7. Housing
Ms. Ashley Watson, from Coordinator of Residence Life at a salary of $35,251 at
100% time for twelve months, to Assistant Director of Housing at a salary of
$41,251 at 100% time for twelve months, effective September 1, 2003.
Ms. Charlotte Lisenby, from Area Coordinator at a salary of $25,219 at 100$ time
for twelve months, to Coordinator of Residence Life at a salary of $30,000 at
100% time for twelve months, effective September 1, 2003.
Ms. Michele Haddox, from Associate Director of Housing at a salary of $44,597
at 100% time for twelve months, to Associate Director of Housing at a salary of
$47,097 at 100% time for twelve months, effective September 1, 2003.
8. Athletics
Ms. Debora Humphreys, from Head Volleyball Coach (and Senior Women's
Administrator) at a salary of $55,337 at 100% time for 10.5 months, to Head
Volleyball Coach at a salary of $54,337 at 100% time for 10.5 months, effective
September 1,2003.
Mr. Jamie Frias, from Assistant Soccer Coach at a salary of $20,000 at 75% time
for 10.5 months, to Assistant Soccer Coach at a salary of $22,000 at 100% time
for 10.5 months, effective September 1, 2003.
Ms. Aimee Vaughn, from Assistant Softball Coach at a salary of $21,000 at 75%
time for 10.5 months, to Assistant Softball coach at a salary of $22,000 at $100%
time for 10.5 months, effective September 1, 2003.
9. Controller's Office
Ms. Tamara J. Hart, from Accountant III at a salary of $44,376 for 100% for
twelve months to Manager at a salary of $48,000 for 100% for twelve months,
effective August 18, 2003.
04-04
Upon motion of Regent Enoch, seconded by Regent Butler, with all members voting aye,
it was ordered that the following retirement be accepted.
1. Admissions
Mr. Roger Bilow, Director of Admissions, effective August 31, 2003.
04-05
Upon motion of Regent Butler, seconded by Regent Roberds, with all members voting
aye, it was ordered that the following leaves of absence without pay be approved.
1. Agriculture
Craig H. Morton, Assistant Professor on military leave for Fall, 2003.
2. English and Philosophy
Nikola Petkovic, Assistant Professor, on leave for Fall, 2003.
3. Physics and Astronomy
Donald E. Bowen, Professor, on leave for Fall, 2003 and Spring, 2004.
04-06
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the following Academic and Student Affairs items be approved.
A. Underenrolled Classes - the Fall 2003 Underenrolled Class List was approved as
presented.
B. Approval to Offer Web-based Course - the request by Elementary Education to
offer the Professional Reading Specialist Program as a Web-based program was
approved.
04-07
Upon motion of Regent Wulf, seconded by Regent Lopez, with all members voting aye, it
was ordered that the following Financial Affairs items be approved.
A. University Center Fee - the $9 per semester credit hour University Center Fee
was approved, effective with registrations for Spring 2004, subject to the
minimum and maximum specified by House Bill 882, 78th Regular Session of the
Texas Legislature.
B. Designated Tuition Rate - a designated tuition rate of $46 per semester credit
hour was approved, effective beginning with registration for the Spring 2004
semester.
C- Resolution (Amended) Authorizing a Request for Financing - University
Center - the amended Resolution Authorizing a Request for Financing, shown in
Appendix No. 1, was approved in an amount not to exceed $30,000,000 to fund
the University Center construction and renovation project and bond issuance
costs. The further limitation on the size of the bond issue is subject to the interest
rate at issuance and the estimated revenue stream provided by the University
Center fee effective with registrations for the Spring, 2004 semester. Any excess
of project costs and bond issuance costs over bond proceeds will be paid from the
designated funds fund balance. The existing condition providing for
reimbursement of project costs from bond proceeds would remain.
D. Resolution Declaring Expectation to Reimburse Expenditures With Proceeds
of Future Debt - the resolution was adopted as presented.
E. Fund Manager Changes - the fund manager changes proposed by Merrill Lynch
were approved. Lord, Abbett & Co. LLC, was replaced by Furman Selz Capital
Management for fixed security management, and Kayne Anderson Rudnick
Investment Management LLC, was replaced by NFJ Investment Group
LP/PIMCO Allianz Advisors LCC in the equity portion of the portfolio. To
further improve diversification, 50% of the value portion of the portfolio is
transferred from John A. Levin to MLIM L.P.
F. Music Fees - the schedule of course fee additions and changes for the 2003-2004
academic year shown below was approved. The amended course-fee schedule
will be effective with registration for the Spring 2004 semester.
MODIFICATIONS TO SCHEDULE OF COURSE FEES
College of Fine Arts
G. Budget Changes Less Than $50,000 - no board action was required.
H. Addendum item for Marketing Budget was tabled and will be brought back at a
called meeting.
04-08
Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye,
it was ordered that the following Buildings and Grounds items be approved.
A. Architectural and Engineering Services - approval was given for the selection
of five firms. Prices will be negotiated annually and contracts may be renewed for
four additional years. Contracts will be issued to a maximum of three
architectural firms, one mechanical/electrical engineering or energy performance
consulting firms and one civil engineering firm. The President will be authorized
to sign contracts with the following firms:
Scott and Strong - Lufkin
Morgan Hill Sutton & Mitchell - Lufkin
Friberg Associates - Fort Worth
BarWin Consultants Nacogdoches (HUB Male/Asian)
Hunter Moody Architects Houston (HUB Woman/Female)
B. Concrete Contract - the President was authorized to sign a blanket contract with
Cox Concrete Contractors, Inc. for minor improvements of $25,000 or less
involving concrete site repair, concrete new construction, and other associated
minor alterations. The contract will be for one year with one annual renewal,
subject to administrative approval.
C. Addendum: Sale of Real Estate was removed from the agenda. No action was
taken.
04-09
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the policy revisions be approved as presented.
04-10
There was no action required regarding the reporting responsibilities and procedures for
the Office of Audit Services. The Audit Services budget will be submitted to the Finance
Committee at the same time that the University budget is submitted.
04-11
Upon motion of Regent Roberds, seconded by Regent Wulf, with all members voting aye,
it was ordered that the name and title of Dr. Baker Pattillo, Vice President for University
Affairs, be added to the plaque on the University Center when completed.
Reports
A. Forestry
1. Proposed Masters in Resource Interpretation
2. Parks and Recreation Fee
B. Recognition of ITS, HUES GIS and FRI Lab Personnel
C. Update on University Center Expansion and Renovation
D. Faculty Senate
1. Faculty Service Achievements
2. Faculty as an integral part of Recruitment and Retention
3. Strategic Plan comments
4. Issues under review by Faculty Senate
E. Student Government Association
1. Parking
2. Commencement
3. Cooperative efforts between SFA and City of Nacogdoches
F. Vice President for Alumni Affairs
1. Homecoming
G. Vice President for University Advancement
1. 2003 Cumulative Giving Report
2. Marketing Report
H. President
1. Enrollment Overview
2. Meet the Lumberjack Basketball Teams (October 28, 2003)
3. Coordinating Board Meeting (October 30, 2003)
4. Coordinating Board Training for New Board Members (December 10 & 11,
2003)
5. Coordinating Board Finalists for the Star Award (AARC and FRI)
6. Fall Commencement (December 20, 2003)
7. Meeting of the Board of Regents in January
8. Strategic Plan
9. Answer Questions from Members of the Board of Regents
Meeting adjourned at 3:35 p.m.
Appendix No. 1
RESOLUTION AUTHORIZING A REQUEST FOR FINANCING
Stephen F. Austin State University
University Center Expansion and Renovation
WHEREAS, the Texas Public Finance Authority (the "Authority") has the exclusive
authority to act on behalf of Stephen F. Austin State University (the "University") in the
issuance of bonds pursuant to Tex. Rev. Civ. Stat, art. 60 Id as amended; and
WHEREAS, the University has been authorized to acquire, purchase, construct, improve,
renovate, enlarge, or equip property, buildings, structures, facilities, roads or related
infrastructure to be financed by the issuance of bonds or other authorized financing
mechanism pursuant to Texas Education Code 55.17 in the aggregate principal amount
not to exceed $30,000,000; and
WHEREAS, the Board of Regents of Stephen F. Austin State University (the "Board of
Regents") now desires to approve and authorize financing to enable the University to
acquire, purchase, construct, improve, renovate, enlarge, or equip property, buildings,
structures, facilities, roads or related infrastructures, and authorizes the President of the
University (the "President") or designees to submit requests for financing to the
Authority from time to time to issue bonds or other authorized financing mechanism in an
aggregate amount not to exceed $30,000,000 to enable the University to acquire,
purchase, construct, improve, renovate, enlarge, or equip property, buildings, structures,
facilities, roads or related infrastructures and to take other actions related thereto.
THEREFORE, BE IT RESOLVED BY THE BOARD OF REGENTS OF STEPHEN F.
AUSTIN STATE UNIVERSITY THAT:
1) The University is duly authorized by law pursuant to Texas Education Code, Section
57.17 to acquire, purchase, construct, improve, renovate, enlarge, or equip property,
buildings, structures, facilities, roads or related infrastructures to be financed by the
issuance of bonds or other authorized financing mechanism in accordance with Texas
Education Code, Chapter 55, Subchapter B in the aggregate amount not to exceed
$30,000,000;
2) Dr. Tito Guerrero, President, or his designee is hereby authorized and directed to
submit requests from time to time to the Authority to issue bonds or other authorized
financing mechanism in an aggregate amount not to exceed $30,000,000 in order that
the University may acquire, purchase, construct, improve, renovate, enlarge, or equip
property, buildings, structures, facilities, roads or related infrastructures as these
projects are specifically approved by the Board of Regents and further approved by
the Texas Higher Education Coordinating Board as may be required;
3) the President is hereby further authorized to approve, execute, and deliver or cause to
be delivered those documents and such other instruments including but not limited to
the financing documents required by the Authority's rules, and to take such other
10
actions as are necessary and appropriate in connection with the issuance, sale, or
delivery of the bonds or other authorized financing mechanism;
4) due notice of the meeting and the subject matter of this Resolution was given as
required by law; and that a quorum of the Board of Regents was present at the
meeting at which this resolution was considered.
Adopted/Rejected by a vote of yeas, nays effective as of
, 2003.
Chairman, Board of Regents
Stephen F. Austin State University
Secretary, Board of Regents
Stephen F. Austin State University
11
Appendix No. 2
Board of Regents
Stephen F. Austin State University
Nacogdoches, Texas
RESOLUTION DECLARING EXPECTATION TO REIMBURSE
EXPENDITURES WITH PROCEEDS OF FUTURE DEBT
WHEREAS, Stephen F. Austin State University (the "University") intends to make a capital
expenditure not to exceed $30,000,000 for renovation and expansion of the University Center on its campus
in Nacogdoches, Texas (the "Project"), which is to be funded in part with proceeds of bonds to be issued by
the Texas Public Finance Authority (the "Authority") as authorized by House Bill 1077, Acts of the 75th
Legislature, Regular Session (1997); and
WHEREAS, the University intends to expend an amount not to exceed $30,000,000 (the
"Expenditure") for Project costs and intends Project expenditures to be reimbursed from proceeds of bonds
to be issued by the Authority for the Project; and
WHEREAS, under Treas. Reg. Section 1.103-19 (the "Regulation"), to fund such reimbursement
with proceeds of tax-exempt obligations, the University must declare its expectation of such reimbursement
before making the Expenditure; and
WHEREAS, the University and the Authority desire to preserve the ability to reimburse the
Expenditure with proceeds of tax-exempt obligations;
NOW, THEREFORE, THE UNIVERSITY HEREBY RESOLVES that it reasonably expects
to reimburse Project expenditures with the proceeds of the bonds to be issued hereafter by the Authority,
and this Resolution shall constitute a declaration of official intent under the Regulation.
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the
October 23, 2003 meeting of the Board of Regents of Stephen F. Austin State University.
This Resolution will be available for public inspection at the office of the Authority at 300 West
15th Street, Suite 411, Austin, Texas, and at the office of the University at 1936 North Street, Austin
Building, Office 315, Nacogdoches, Texas.
Adopted/Rejected by a vote of yeas, nays, effective as of , 2003.
Kenneth James, Chairman
Board of Regents
Stephen F. Austin State University
Fred Wulf, Secretary
Board of Regents
Stephen F. Austin State University
Stephen F. Austin State University
Schedule of Budget Increases
July 2, 2003 to September 9, 2003
Appendix No. 3
TOTAL 144,646
Policies for Board Review
October 23, 2003
Appendix No. 4
14
Policies for Board Review
October 23, 2003
Appendix No. 4
1.5
Policies for Board Review
October 23, 2003
Appendix No. 4
16
Use of University Facilities B-l
Original Implementation: April 11, 1980
Last Revision: July 17, 2001 October 23, 2003
All Stephen F. Austin State University buildings, facilities, equipment, and grounds shall
be used only in the pursuit of the stated objectives of the University - academic, cultural,
and public service. Groups not affiliated with the University may be granted use of
University facilities according to the general policies provided herein and an agreement
to adhere to the specific rules and procedures governing the use of the individual
facilities.
It is the responsibility of the user to become acquainted with and abide by these specific
rules.
Definitions:
1. "Student" means a person who is currently enrolled for academic instruction or
research at the University.
2. "Campus" shall mean all real property over which the University has possession and
control by law.
3. "University group" shall mean a registered student organization, other student group,
or faculty and staff group. No group shall be considered a University group if it
includes a person who is not a student, faculty member, or employee of the University
unless that person is a member of the immediate family of a student, faculty member,
or employee of the University.
4. "Outside group" shall mean any organization or group that is not included within the
term "University group."
5. "Sponsoring organization" shall mean a University group that vouches for an outside
group's use of University facility.
6. "University official" means a person charged with the responsibility for supervising
the use of a University facility.
7. "University agency" shall mean an academic school, department, or program, or a
University council, committee or auxiliary enterprise.
Priorities and Limitations for Use of University Facilities
1. Mission of the University
PI
Nothing contained in this policy shall be construed to prohibit or hinder operation of the
University in fulfilling its mission as a public institution of higher education. All
activities associated with that mission shall have priority in the use of the University's
facilities.
2. Individuals
Individuals engaged in the educational mission of the University shall have the right to
use the University's facilities in accordance with federal, state, and local laws, as well as
the rules and regulations of the University.
As a general rule, priority for the use of the University's facilities shall go first to the
students and second to the faculty and staff. However, exceptions to this rule may be
made in certain instances by the University administration.
Immediate family members of students, faculty, and staff may be granted limited use of
University facilities through established programs designed to promote the enrichment of
campus life and to enhance the living-learning environment of the University.
3. Groups
a. Only organized groups (no individuals) sponsored by a University agency
conducting an activity that is within its established role and scope may be allowed
the use of University facilities.
b. However, outside groups without a sponsor may be permitted to use the
facilities of the University Center, subject to all other appropriate guidelines
contained in this policy.
Reservations
1. Application
a. Application for use of University facilities by University agencies shall be
made to the appropriate University official as follows:
Facility j Appropriate University Official
Classroom, auditorium, { Dean of School having jurisdiction over that
office space and off- | space
campus facilities j
University Center j Director, Auxiliary Services
Residence Halls ! Director, Housing
Library Carrels and j Director, University Libraries
Seminar Rooms !
University Coliseum and j Associate Athletic Director for Internal \
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Stadium ; Affairs
Health and Physical Chairman, Department of Kinesiology
Education Complex and
Tennis Courts
Other Outside Recreational \ Director, Intramurals
Areas
Other Outside Areas of the ■ Dean, Student Development
Campus |
b. Application for use of University facilities by outside groups shall be made to
the Vice President for Business Affairs, except for the coliseum, stadium, and
University Center, which shall be made to the individual indicated above.
2. Additional Procedure
In addition to this policy, the University may establish procedures for reservation and use
of each University facility. The University official responsible for each facility may be
contacted regarding the policies for that facility.
3. Identification of Sponsor
The user may not assign or delegate any control or responsibility to any other user or co-sponsor,
agent, or third party without prior written approval of the appropriate University
official. All users or co-sponsors of an event must be clearly identified prior to
confirmation of a reservation. Reservations for presenting one event may not be used for
presenting a different event without written approval by the appropriate University
official.
4. Assignment of Reservations
No reservation may be assigned in whole or in part. The current fee schedule will be
available from the appropriate University official. Fees for outside groups are established
at rates which will, at a minimum, ensure recovery of that part of the operating cost of the
facility that is attributable directly or indirectly to such use by an outside group.
5. Deposit
An advance deposit (specified in the fee schedule) may be required for reservations for an
event conducted by an outside group.
6. Bond and insurance
Outside groups who use a University facility may be required to provide a contract
performance bond. They may be required to provide liability insurance covering injury to
persons, including those resulting in death, and property damage insurance, including
P3
damage to the University facility, in amounts and under policies satisfactory to the Vice
President for Business Affairs. Copies of such policies shall be furnished to the Vice
President for Business Affairs no later than thirty (30) days prior to the event and in all
cases prior to announcement of the event.
Financial Policies
1. University agency/groups
Excess income over expenses, including the fee for use of the facility derived from an
event sponsored by a University agency/group, may be retained by the University
agency/group to further its activities and programs. Excess expenses over income of an
event shall be absorbed by the sponsoring University agency/group. Additional cost of
maintenance, including standbys, custodial and utilities will be considered an expense of
the event.
2. Outside group
If an outside group (other than a public entity or athletic coaches summer camps) using a
University facility charges those attending an event any admission or registration fee, or
accepts donations from those in attendance, a complete accounting of all funds collected
and of the actual cost of the event shall be submitted to the Vice President for Business
Affairs within (30) days after the event. If the funds collected exceed the actual cost of
the event, the user is required to remit such excess funds to Stephen F. Austin State
University as an additional charge for use of the facility. The University reserves the right
to audit all records pertaining to income and expenses, to prescribe methods of collection,
and to participate in audits of funds at the point of receipt. Additional cost of
maintenance, including standbys, custodial and utilities will be considered an expense of
the event.
3. Payment for damages
All users and sponsors shall be responsible for payment for damages to the University
facility, its fixtures, and equipment, whether caused by the user or its patrons, ordinary
wear and tear excepted.
4. Broadcast and recording rights
The University reserves all rights and privileges for radio and television broadcasts,
whether live or transcribed for delayed transmission, and all visual or audio recordings
originating from the University facility. Should the University grant to the user such
privilege, the University has the right to require advance payment of any estimated
related costs to the University, such as installation of equipment. Such permission must
be granted in writing by the University President in advance of broadcast or recording.
Policies for Outside Users
P4
Any proposed use of the University facility must be appropriate and suited to the size,
structure, purpose and operating costs of the facility. For outside groups, there must be
good reason to expect that a proposed event will require features unique to the facility or
which are otherwise unavailable in the community. All proposed events must be
conducted in accord with applicable state and federal laws and regulations, as well as the
rules, regulations and policies of the University Board of Regents. Users must
demonstrate to the satisfaction of the appropriate University official that they have the
staff, experience, contracting authority, financial status and other qualifications necessary
for carrying out the proposed events in a satisfactory manner.
1. Review of contracts
All contracts related to the presentation of an event, including contracts between user and
performers, speakers, sub-contractors, managers, and others, are subject to review and
approval by the General Counsel and the appropriate Vice President.
2. Hazards
If the University, in its sole discretion, determines that a proposed event poses a potential
hazard to public safety, the event may be canceled or denied. No user may install or
operate any equipment, fixture or device, nor operate or permit to be operated any engine,
motor or other machinery, or use gas, electricity or flammable substances in the facility
except with prior written approval of the appropriate University official, under such
conditions and restrictions as the University official may specify. All electrical
connections must be made by University personnel under direction of the staff of the
appropriate University official and all house equipment must be operated by University
personnel. No equipment, device or fixture may be used which, in the opinion of the
University official, endangers the structural integrity of the facility.
3. Conflict with University activities
An event shall not be permitted for any purpose which, although in accord with the
general purposes of the University, is of such character or occurs at such circumstances
that they are likely to interfere or cause major conflict with any University activity,
program or event, or are inimical to the interests of the University.
4. Management functions
Management functions are retained by the University and may be delegated to users or
others only with the written permission of the appropriate Vice President. The functions
include, but are not limited to, the following:
All facets of ticketing and ticket policies, including scaling, acquisition,
distribution, and sale.
P5
All matters of staffing, crowd control, technical arrangements, promotions, and
advertising.
5. Concessions and catering
Use of the University facility does not carry the right for the user to control concessions.
Sale and distribution of food, beverages, souvenirs, or other concession items are
reserved to the University or its concessionaires.
6. Signs and displays
No signs, messages or other materials may be posted, displayed, distributed or announced
in, on or adjacent to, the University facility by user or sponsor without prior written
approval of the University official. Such materials may not be fastened to any part of the
facility except in spaces provided for this purpose and may not be permitted to interfere
with crowd movement and safety.
7. Religious organizations
A religious organization applying for use of a facility must submit written evidence to the
appropriate University official from the Internal Revenue Service that organization has
been granted an exemption from taxation under Section 501(c)(3) of Title 26 of the
United States code (Internal Revenue Code), and shall be permitted to use the facility no
more than one (1) time during a calendar year.
8. Political organizations
A political organization applying for use of the facility must present written evidence to
the appropriate University official that the organization had candidates for either national,
state, district or local offices listed on the ballot at the last general election, and shall be
permitted to use the facility no more than one (1) time during a calendar year.
9. Individual candidates for political office
Individual political candidates and their election organizations are not permitted to
reserve a University facility. However, if a candidate is invited by a University group,
then he or she may appear in the facility, provided that the group extending the invitation
is responsible for reserving the facility and meeting all costs related to the event.
10. Advertising
All news releases, handbills, advertisements, television and radio announcements or other
media utilized to inform the public of a non University event to be held in a University
facility must carry a disclaimer, approved by the General Counsel, to the effect that use
of Stephen F. Austin State University facilities does not imply endorsement of the event
or the sponsoring organization by the University.
P6
Penalty and Hearing
1. Suspension
If a user or sponsor violates the provisions of this policy, or the laws regulating the use of
state property, the appropriate University official with the approval of the Vice President
to whom he/she reports may suspend the use of University facilities, or certain University
facilities, by the user or sponsor for a specified period of time not to exceed one (1) year.
Suspension shall mean that reservation requests by the user or sponsor shall be denied by
the University during the specified period of time.
2. Notice of Suspension
When a University official suspends a user or sponsor from the use of University
facilities, the official shall notify in writing, the user or sponsor, and the vice president
who has responsibility for space assignment, of the suspension. The written notice shall
contain all the following:
a. that the user or sponsor may not use University facilities, or certain designated
University facilities, for a specified period of time, not to exceed one (1) year
from receipt of the notice;
b. the name and title of the University official imposing the suspension, along
with an address where the University official may be contacted during regular
working hours;
c. a brief statement of the acts or omissions resulting in the suspension; and
d. notification that the suspended user or sponsor is entitled to a hearing on the
suspension.
3. Request for Hearing
a. A suspended user or sponsor may submit a written request for a hearing on the
suspension to the appropriate University official within fourteen (14) days from
the date of receipt by the user or sponsor of the notice of suspension. The
University official shall grant a hearing not later than seven (7) days from the date
of the request and shall immediately mail written notice of the time, place, and
date of the hearing to the person.
b. The hearing shall be held before a discipline committee reviewing the
suspension in question.
Source of Authority: Board of Regents, President
Cross Reference: None
P7
Contact for Revision: President
Forms: None
P8
Camp and Conference Reservations ^"^
Original Implementation: 1987
Last Revision: January 15, 2002October 23, 2003
Each year Stephen F. Austin State University is host to a variety of camps, clinics, workshops,
and conferences. To facilitate the many and varied requests of these groups, the Coordinator for
University Reservations and Conferences, referred to in this booklet as the Coordinator, located
in the University Center, room 110, is available to assist Camp Directors in arranging housing,
meal tickets, meeting space, insurance, parking permits, and banquets. A camp as referred to in
this document refers to all special programs, camps and conferences.
Eligibility
Any camp or conference requesting use of University facilities must have a University sponsor.
If profit-making agencies are involved with the program, the sponsoring organization must
receive prior approval from the Vice President for Business Affairs to conduct the campr-AU
adult, non credit groups or University groups awarding Continuing Education Units must be
sponsored through the Department of Continuing Education.
It is the responsibility of the sponsoring individual or organization to ensure that programs and
activities conducted in the University Center or at other locations on the University campus are
in compliance with the Americans with Disabilities Act.
Age of Participants
Camp participants under ten (10) years of age are not permitted to stay over-night in the
residence halls unless accompanied by parents and under close supervision at all times.
Request for Camp/Conference Facilities
The first step for the Camp Director will be to submit a completed "Camp/Conference
Reservation Contract" to the Coordinator (see appendix for sample). The form should be
completed with estimates of size of the camp. Housing, meal cards, meeting space and other
requests will be reserved according to the stated needs on this form. Completion and return of
these forms as early as possible will help assure that each specific need will be met. Some areas
are limited and will be supplied on a first-come, first-serve basis. A packet containing passes,
tickets, insurance forms and instructions will be assembled and should be picked up at the
Coordinator's office two (2) weeks before the scheduled camp date.
Insurance Requirements
It is the responsibility of the sponsoring department to ensure that each group has appropriate
liability coverage. All non-credit participants spending the night in University residence halls
must be insured. A per camper/night fee will be assessed at the completion of the camp and
P9
billed to the proper account. A list of names of all participants to be insured must be submitted to
the office of the Coordinator on the first working day of the camp session. Completing insurance
forms are the responsibility of the Camp Director. Forms returned because e^- o/insufficient
information are also the Camp Director's responsibility.
Health Clinic
A medical release and consent form (see appendix for sample) must be completed and signed by
the parent/guardian of each camper under age 18. Neither the clinic nor local hospitals will treat
a minor student without this release form in hand. The Camp Director is responsible for having
these forms signed and readily accessible at all times in case of an emergency.
Claim forms are available from the Coordinator as needed. The attending physician/professional
will forward the claim form to the insurance carrier following a medical visit. No claim will be
processed without the signature of a camp official.
A camp official must accompany a student camper to the University Health clinic, local hospital
emergency room, or pharmacy.
Emergency Phone Number
All camp participants should be informed that a campus 911 number is available to them should
an emergency take place.
Parents of participants should be informed of the twenty-four (24) hour emergency phone
number (936) 468-2608 at the University Police Department.
Billing Procedures
Billing for summer camps will be handled through the Coordinator's office. Costs for meals,
housing and insurance will be negotiated each year and the projected costs made available upon
request. An account number or billing address should be supplied at the time of the original
camp reservation. After the camp is completed, one total bill for lodging, damages, lost keys,
meals, special banquets, SFA food service deliveries and pick-ups, insurance, and other
applicable costs will be assessed and billed to the camp account. Any damages, etc. discovered
after the close of the camp will remain the Camp Director's responsibility.
Camp cancellations must be made in writing to the Coordinator. Cancellations within one
month to two weeks prior to the starting date of the camp will incur a $100 dollar cancellation
fee. There will be a $150 per day charge for each day that the camp was scheduled when the
cancellation is made within two weeks of the beginning date of the camp.
Housing
The Camp Director should estimate as closely as possible the number of students and counselors
needing University housing for the camp session. Space will be reserved as per the reservation
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completed by the Camp Director. Concurrent camps may result in two or more groups occupying
the same residence hall. In the event that this becomes necessary, the Camp Director will be
allowed the opportunity to request additional facilities. The request for additional facilities will
be granted if housing facilities are available. Additional fees will be charged for this service and
will be established according to the type of facility requested.
Before the camp session, the Camp Director will receive lists of final hall assignments, summer
Hall Directors and their current phone numbers. Two weeks before the camp session the Housing
Department will send floor plans, roommate lists, information specific to the building such as
rooms being used for storage and not available to campers, and the current phone number for the
Hall Director. The Camp Director should contact the Hall Director as soon as the lists are
received and should keep the Hall Director updated on changes and special needs the camp may
have in the hall.
If it is necessary for a camp to have camp staff or campers arrive one night early or check out
one day later than the main camp, the early arrivals/late checkouts may be housed in a different
facility for this time. Any early arrivals or late checkouts must have authorized supervision.
Final Arrangements
At least two (2) weeks prior to the start of the camp session the Camp Director should contact the
Hall Director assigned to the camp to finalize arrangements. Issues to be discussed include early
arrivals, pre-camp inventory of the residence hall, check-in and checkout procedures, room
assignments, storage of equipment, late departures and end of conference inventory of the
residence hall.
The SFA Housing Department is responsible for the overall cleaning of the residence halls, but it
is the Camp Director's responsibility to make sure campers' posters, trash and other items are
removed from the rooms and taken to the dumpster. The Camp Director is responsible for
removal of any writing on walls, mirrors or doors prior to departure.
Housing damages and lost key charges are assessed after the group has left the residence hall, but
remain the Camp Director's responsibility. (See Damages for more information) Groups meeting
in the lobbies of the residence halls are responsible for the general cleaning of these areas. Food
deliveries are not permitted after the front desk closes.
Participants may not use hallways, floors, or rooms other than those assigned to the camp.
Special Accommodations
Any camper or conference attendee that will need special accommodations due to a disability
should contact the Coordinator prior to arrival on campus.
The Camp/Conference Director Responsibilities
(Participants as presented below refer to all individuals associated with the camp/conference
including campers, instructors, staff and guests).
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The Camp/Conference Director:
1. Will provide counselors and staff for the camps, preferably one counselor per ten
campers. Campers should be supervised during any free time.
2. Inspects residence hall facilities immediately prior to and after the camp session;
3. Advises participants of appropriate check-in and checkout procedures including charges
for damages and lost keys;
4. Familiarizes participants with University policies, especially those pertaining to fire and
emergency evacuation procedures, appropriate conduct, possession of controlled
substances and fire arms, and authorized entry into rooms;
5. Maintains discipline of all participants;
6. Cooperates with the residence hall director and staff who are responsible for the safety,
security and maintenance of the building;
7. Collects and has readily available all Medical Release and Consent Forms on all
participants;
8. Informs the University in advance of early and late arrivals;
9. Completes insurance forms at the time of treatment;
10. Handles insurance forms returned for lack of student information;
11. Furnishes the coordinator with a camp roster as soon as possible but no later than twenty-four
(24) hours after camp check-in begins.
12. It is the responsibility of the sponsoring individual or organization to ensure that
programs and activities conducted in the University Center or at other locations on the
University campus are in compliance with the Americans with Disabilities Act.
The Hall Director's Responsibilities
The Hall Director is responsible for supervising the SFA residence hall staff. He/she will develop
a comprehensive work schedule, assist with distribution of keys and room assignments as needed
to provide the best possible service to conference guests. The hall director will be available to
assist the Camp/Conference Director in providing adequate supervision and disciplinary
guidelines to campers.
After camp completion, the Hall Director will be responsible for submitting to the Housing
Department the final count of rooms/beds used.
The Hall Director:
1. Acts as a daily contact person to assigned groups;
2. Prepares staff for handling emergencies and familiarizes them with overall building
layout (elevators, fire alarms, etc.);
3. Interprets, supports, and enforces University policies, procedures, and regulations;
4. Completes work orders and maintenance requests as needed for efficient hall
maintenance;
5. Completes administrative paperwork as required by the Residence Life Office or the
Housing Department.
6. Assesses all Housing charges at the Conclusion of the conference.
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Hall Director Phone List
Units 6620 Wilson 4906
Wisely 2663 Hall 14 5408
Todd 4907 Griffith 5401
North 2644 Hall 16 5100
Hall 10 4708 Steen 4607
Mays 4707 Kerr 5306
South 2793 Hall 20 2671
The Hall Director reports to the Coordinator of Residence Life.
The Residence Hall Staffs Responsibilities
The residence hall staff, under the supervision of the Coordinator of Residence Life and the day-to-
day responsibility of the Hall Director, will assist in summer camp programs.
The Hall Staff:
1. Cooperates with the Hall Director in the operation of the residence hall;
2. Assists with check-in and preparation of facilities for each camp;
3. Assists with checkout and inspection of rooms at the close of each camp ;
4. Performs desk responsibilities during assigned desk hours, gives information, checks
guests in and out, issues keys, takes messages, and/or any other duties deemed necessary;
5. Serves as a referral/resource person to camp participants;
6. Assists in acquainting Camp Director with University policy, emergency procedures and
facilities lay-out;
7. Maintains necessary reports and an accurate accounting of money, keys, maintenance
requests, damages, etc.;
8. Is accessible in emergency situations;
9. Maintains duty hours as assigned by the Hall Director;
10. Attends staff meetings as assigned by the Hall Director; and,
11. Performs other duties as assigned by the Hall Director.
Residence Hall Rules and Regulations
Agenda/Schedule. A copy of the agenda or schedule for each conference group must be left with
the Hall Director to assist the residence hall staff in directing student during their stay.
Alcohol. Alcohol is not allowed in residence halls at any time.
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Cleaning Fee. Cleaning charges may result if the participant leaves the room in any condition
that requires custodial personnel to be called in for extra cleaning or the removal of trash from
the building.
Controlled Substance. Unlawful use, manufacture, possession, or delivery of any controlled
substance or dangerous drug is prohibited in residence halls.
Damages. The camp will be charged for any damages to the residence hall or its furnishings.
Attaching signs or posters to the doors or the walls with tape may result in damage charges. The
University is not responsible for any damage to a camper's room as a result of theft, vandalism,
or maintenance failure. The Housing Department encourages a representative from each group to
conduct a walk through inspection of each room prior to the arrival of the camp. All pre-existing
damages should be noted at that time. The Hall Director will be available to inspect each room
with the Camp Director upon request. The Camp Director is responsible for removal of any
writing on walls, mirrors or doors prior to departure. Housing damages and lost key charges are
assessed after the group has left the residence hall, but remain the Camp Director's responsibility.
Desk. The desk will be open from 10 a.m. until the Camp curfew (no later than midnight).
Messages for camp participants received by desk attendants will be posted in a central location
and not delivered to individual rooms. The Hall Director will unlock the front doors at the time
requested by the camp director. The front door will be locked at midnight, or earlier if requested.
Any one that is locked out of the building may use the emergency phone located next to the door
to contact the University Police Department for admittance to the building.
Desk Deliveries. Deliveries of prepaid merchandise may be made to the residence hall desk
while it is open. Desk assistants will notify participants of a delivery, but shall in no way be
made accountable for such items. Occupants will be contacted for deliveries when payment is
needed.
Discipline and Supervision. It is the responsibility of the Camp Director or camp staff to
administer discipline to participants who violate camp or University regulations. On occasions
when camp personnel are not available, residence hall personnel will temporarily handle the
situation. In cases of chronic or severe discipline problems, the residence hall director reserves
the right to recommend that a camp participant be sent home. Violation of federal, state or
municipal law will require the involvement of the University Police Department. All camps must
provide on - site camper supervision throughout the duration of the camp. This includes
overnight supervision within the residence hall.
Emergency. In case of an emergency call 911 or University Police at (936) 468-2608.
Entry-Authorized Entry Into Rooms. Entry into a residence hall does not normally constitute a
search. University personnel and the camp staff may enter a room to remove a potential fire,
safety, or health hazard; to perform maintenance; to correct situations intruding upon the comfort
of others (a phone or alarm clock continuously ringing, loud radios, etc.); to retrieve items upon
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request of the participant's immediate family; and to retrieve the personal belongings of other
individuals where there is no apparent dispute to ownership of the property.
All other situations which would require entry into a room should be coordinated with the Hall
Director who may consult with University Police.
Evacuation Procedures. All persons are required to evacuate a building when an emergency
alarm is activated. If an alarm sounds, each person must leave the room and proceed to the
nearest clear exit. Stairwells must be used instead of elevators. If the camper is unable to exit the
room, a towel, sheet, or similar item should be placed outside the window, so that emergency
personnel will know that someone is in the room. Camp Directors may request that a fire drill be
scheduled during the camp by contacting the Hall Director prior to arrival.
Facility Sharing. In order to be more energy efficient, two or more camps may be scheduled in
the same facility.
Firearms. Possession or use of weapons or explosives (such as pistols, rifles, shotguns,
firecrackers, cherry bombs, or any weapons prohibited by laws of the state of Texas) in
University-owned-or-controlled buildings is prohibited.
Fire Safety. No incense or candles may be burned in residence halls. If an extinguisher is
maliciously discharged, a fee for refilling the extinguisher and for clean-up will be assessed.
Transmission of a false alarm is a violation of state law and violators will be prosecuted.
Gambling. Gambling in any form is prohibited.
Games. Because of potential physical harm or residence hall damage, active games such as
running and the use of frisbees, footballs, ice or water fights etc., are not allowed within
residence halls. It is the responsibility of the camp to store the equipment for the camp such as
basketballs, etc.
Guests With Disabilities. Conference guests that need any special accommodations should
contact SFA's Camp Coordinator prior to arrival.
Housekeeping. Housekeeping staff are on duty Monday through Friday. Common areas of the
residence halls and community bathrooms are cleaned daily. Cleaning of individual rooms and
trash in individual rooms is the responsibility of the camper. Any housekeeping concerns should
be reported to the front desk.
Keys. Keys are issued according to the Camp Director's request and University Policy at the time
of check-in. Keys must be turned in to residence hall staff at checkout. A replacement fee will be
assessed for each key that is not returned at the end of the camp session. This charge covers the
cost to change the lock and make a new set of keys. Camp officials will not be issued master or
front door keys to any building. In the event a camper is locked out of a room, Camp Staff will
be asked to confirm the identity and room assignment of the camper before a new key is issued.
Each Camp Director will develop the camp procedure for lockouts.
Laundry Facilities. Coinless washing machines and dryers are located in each residence hall.
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Lost and Found. Lost and found items should be turned into the front desk. At the end of each
camp, the Camp Director may pick up any lost and found items. Anything left over from the
camp will be turned into the University Center Information Desk on campus. SFA cannot be
responsible for lost or stolen items.
Maintenance. Any maintenance problems should be reported to the Hall Director or desk
personnel. Abuse of elevators, televisions, laundry machines or ice equipment or other excessive
maintenance charges may be billed to the camp.
Medication. The residence hall staff will not dispense any type of medication to a camper.
Contact the SFA health clinic at (936) 468-4008 if a camper will need assistance with medication
during the camp session.
Movies. No movies may be shown in the residence hall lobbies due to licensing law restrictions.
Pets. No pets are allowed within the residence halls.
Public Areas. Eating, drinking and smoking are not permitted in the lobbies, hallways, laundry
rooms, community baths or other public areas. Pizza parties etc., should be held outside or the
food distributed and the campers dispersed to their rooms.
Roommates. The Camp Director will handle all roommate problems. If a room change is
necessary, consult the Hall Director.
Smoking. No smoking is allowed in the residence halls or on the front porches during camps.
Storage. Rooms used for reasons other than living space will be charged the private room rate,
(i.e. storage, offices or conference rooms).
Telephones. The University does not furnish telephones for individual residence hall rooms.
Camp staff members are encouraged to bring telephones. Local telephone service is provided in
each room. Dial 9 for an outside line. In order to place a long distance phone call, a telephone
calling/credit card must be used. Incoming collect calls may not be accepted. The phone number
is printed on the telephone jack.
Trash Policy. The SFA Housing Department is responsible for the overall cleaning of the
residence halls, but it is the Camp Director's responsibility to make sure campers' posters, trash
and other items are removed from the rooms and taken to the dumpsters located outside of each
building. The Housing Department will furnish each camper with a plastic trash bag when they
check into the building and large bags at the end of each camp to gather all of the smaller bags
for removal from the building.
Vending. Vending machines are provided for the convenience and enjoyment of the camp
participants. Empty or malfunctioning machines should be reported to the front desk as soon as
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possible. Camp participants who lose money in the machines should report to the U.C. Business
Office, located in the basement of the University Center, for a refund.
Windows. Windows in residence halls must be closed at all times for air conditioning systems to
function properly. Window screens may not be removed by residents.
Dining Service
Meal and Hall Access tickets to be used by camps will be printed and enclosed in the camp
packet according to the estimated number stated on the reservation form at a price per card.- As
a general rule, 10% extra meal tickets will be included to handle lost and damaged cards at no
charge.- Meal cards are numbered for use in assignment. If a card is lost, the Coordinator's
office should may be notified immediately and SFA Dining Services will be alerted to watch for
the lost card. SFA Dining Services will charge the group for actual meals eaten. There will be a
charge for failure to notify reservations if the group misses a meal. The count will be taken at the
cafeteria register and that count will be considered final, should a dispute arise.
To facilitate quick access to the cafeteria when several large groups are on campus
simultaneously, meal times wiU- should be staggered. From the information provided on the
reservation form, Food Services will be notified of the first and last scheduled meals to be eaten
in the cafeteria and whether or not the group will be missing a meal If the group misses a meal
and the Coordinator was not notified, a 75% minimum charge will be assessed. Special banquets
in the University Center can be arranged through the Coordinator's office according to University
Center policies.
HPE Facilities
PHYSICAL ACTIVITY FACILITIES
Primary physical activity facilities are the Shelton Gym, Norton Health and Physical Education
Complex (HPE), the outdoor swimming pool, tennis courts, intramural fields and sand volleyball
courts. Facility requests will be made in writing by the Camp Director on the Camp/Conference
Reservation Contract. All physical activity facilities will be scheduled around academic classes
(to be set in March), maintenance, intramural programs and field condition.
1. Shelton Gym - basketball or general use. One regulation size basketball court or two
smaller basketball courts with P.A. system and bleachers for approximately one thousand.
Can be booked for sports camps and cheerleading camps during the day, 8am -7 pm. Can
be booked for recreational camp use from 7pm - 10pm. Camps will be allowed one gym
only.
2. Norton HPE Complex - five basketball courts with no seating or PA system. Can be
booked for sports camps and cheerleading camps from 8am - 7pm and for recreational
use from 7pm - 10pm. Camps will be allowed one gym only.
3. Outdoor Swimming Pool - capacity of 150 swimmers, can be booked from 7pm ~10pm
for camp use with a two hour minimum.
4. Tennis Courts - twelve courts available for camps/conferences, can be reserved from
8am - 10pm. No equipment will be furnished by the University.
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5. Intramural fields - located on Wilson Drive, usually set up for Softball during the summer
months. Can be requested from 8am - 10pm. The fields will not be confirmed until two
weeks prior to the camp.
6. Sand volleyball Courts - four courts. Can be reserved from 8am - 10pm.
University Center Games Area
The Games area located in the University Center basement will be available to campers during
regular SFA hours. Special permission for use at other times may be granted by the Director of
Auxiliary Services. Group reservations should be made on the camp reservation form. Cost for
games and machines are posted in the Games area. A late charge may be assessed for groups
staying after hours.
University Center Meeting Rooms
Rooms in the University Center are made available to summer camps on a first-come, first-serve
basis following established University Center policies. Only food purchased through the
University is to be served in the University Center meeting rooms. Arrangements for room set-up
and food orders for banquets or meetings must be made in the Coordinator's office two weeks
prior to the event. Failure to notify the Coordinator of a cancellation approximately 72 hours in
advance of the scheduled activity will result in payment of the cost incurred by the University
Center or Food Service personnel. University Center decorating restrictions will be strictly
enforced. The Nibbler's Nook and the lounge areas are non-reservable areas during regular
operating hours. Lounges are primarily intended for general use by the public. Due to limited
space in the University Center, rooms in the U.C. will not be available for storage before the
camp dates. Boxes shipped before the group's arrival to the campus must be held by the
sponsoring department.
Academic Buildings for Meeting Rooms
The Coordinator will be available to assist Camp Directors in reserving meeting spaces in
academic buildings and auditoriums following policy guidelines for each building. For
assistance, the Camp Director should specify dates, hours, and group size on the reservation
form.
Coliseum
Reservations for use of the coliseum will be arranged by the Coordinator following the
University regulations for coliseum usage. A per-event fee may be charged.
University Police/Parking
Parking permits will be available through the Coordinator's office for campers bringing cars and
buses to the SFA campus/Parking permits are to be displayed in the car window while on
campus and disposed of after the camp is completed. If a group of parking spaces is needed, the
Coordinator will arrange with the University Police Department for an area to be marked off for
the camp.
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Source of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: None
Contact for Revision: Director of Auxiliary Services
Forms: Medical Release and Consent Form (available in Auxiliary Services); Camp/Conference
Reservation Contract (available in Auxiliary Services); Camp Director's Check List Form
(available in Auxiliary Services)
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University Center Operations B-29
Original Implementation: 1966
Last Revision: August 1, lOOQOctober 23, 2003
GENERAL OPERATIONS
1. Reservations in the University Center are made through the Coordinator of University
Reservations and Conferences, referred to hereinafter as the Coordinator.
2. It is the responsibility of the Sponsoring Agency to ensure that the programs, related activities,
and printed material are accessible to persons with disabilities. The University does not accept
responsibility for insuring that the programs or activities of the group are in compliance with the
provisions for the Americans with Disabilities Act.
Questions regarding accessibility of facilities for a specific program being held in the University
Center should be directed to the Coordinator.
3. The Nibblerfs Nook is a non-reservable area for general use by the public during regular
operating hours.
4. Lounges are primarily intended for general use by the public. Limited use of the areas for
active programming will be allowed upon approval of the Director of Auxiliary Services.
Approval will depend upon several variables that will include time, size, and type of program.
5. Animals or pets of any kind, excluding, service animals shall not be permitted in the building
at any time.
6. Individuals or groups reserving space in the University Center shall be responsible for the
behavior of their members and guests and also shall be responsible for any damage caused by
their guest or members.
7. Failure to comply with the Operations Policy or with requests of the persons enforcing this
policy may result in suspension of privileges to use the University Center and/or lead to action
under the University disciplinary code.
8. Disorderly conduct and disturbing the peace shall not be permitted in the University Center
and may lead to disciplinary action.
9. Possession or use of intoxicating beverages is not permitted in the University Center.
Alcoholic beverages will he permitted in the University Center for receptions or meals (only if
catered or sold through a licensed vendor and approved in advance by the President)
10. Card playing or table games may be played only in the Games Area or in rooms reserved for
such purposes. No such games will be played in the dining area, the Hungry Jack Inn, the
Nibbler's Nook or lounge areas. Gambling in the building is prohibited.
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11. No classes, lectures, laboratories, tests or any type of class for credit shall be scheduled in the
University Center, except under extenuating circumstances.
12. The University Center will not be responsible for any articles lost in the building.
13. Food and drinks shall not be permitted on the second floor of the building except when
provided by University Center personnel for approved reservations. Food and beverages are not
allowed in the carpeted lounge areas without prior arrangements with the Coordinator.
14. Electrical circuits shall not be altered nor connected to, except through outlets provided and
with the approval of the Coordinator.
15. Equipment and furnishings assigned to the University Center shall not be removed from the
immediate vicinity of the University Center for any reason, except upon permission from the
Director of Auxiliary Services.
16. The public address system shall be used for music and official announcements only.
17. Skates, skateboards, bicycles or bikes of any kind are not allowed inside the University
Center.
18. Presidents and sponsors of student organizations may rent tables and chairs for activities
adjacent to the University Center after the activity has been approved by the Director of Student
Development Affairs. Tables and chairs must be rented with the Coordinator. Tables must be
checked out and checked back in at the University Center Information Desk (See charges).
DISTRIBUTION OF PROMOTIONAL MATERIALS
1. Only University organizations, including academic departments, registered student
organizations, faculty and staff organizations, other organizations and entities officially
associated with the University and the Alumni Association may display or distribute promotional
materials in the University Center after following established procedures. Promotional materials
include literature, publications, and posters.
a. The promotion of commercial enterprises is prohibited.
b. Promotional materials must be registered and filed with the Office of Student
Development: -Affairs
c. Posters and banners must be registered by the Coordinator.
d. Posters shall not exceed 14" X 22".
e. Banners shall not exceed 18 feet long by 21" tall.
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f. Posters may be put up within five (5) days prior to the event or earlier if the space is
available and shall be limited to three (3) posters per event in the University Center at any
one time. Any exceptions must be reviewed and approved by the Director or Auxiliary
Services. Posters will not be displayed for longer than two weeks.
g. No posters or decorations will be placed on the building proper, including posts,
porches, terraces, doors, walks, walls, fountains, planters, floors, or draperies.
h. Banners may be hung in designated areas of the University Center.
i. After the scheduled event, University Center personnel will remove and discard all
posters and banners.
j. Banners will not be posted longer than two (2) weeks.
2. After registration, any materials to be displayed on the tables in Food Service areas must be
taken to supervisory personnel of the respective dining areas for distribution instructions.
Material may not be distributed in cafeterias during dining hours.
POLITICAL CAMPAIGN POLICY
1. No political campaign posters of students or non-students will be posted in the University
Center.
2. Campaign literature of student candidates with permission of the cafeteria manager may be
placed on the tables in the cafeterias if the literature does not include fund or membership
solicitation.
3. Posters or flyers announcing political events, registered for campus, may be posted in the
University Center or distributed on cafeteria tabletops in conformance with University Center
policy. Only the name of the candidate, the date, time, place and sponsoring organization may be
on posters or flyers announcing a political event.
4. Candidates for political office, both student and non-student, may casually visit with students,
personnel, or other patrons in the University Center to solicit votes. Distributing campaign
literature or cards will be prohibited in the University Center.
5. Political Candidates may reserve rooms for meetings following all University Center policies
and subject to all applicable charges.
SOLICITATION
1. Selling, canvassing, petitioning, fund raising, surveying and membership drives by approved
student organizations, will be permitted in the University Center after registration with the
Director of Auxiliary Services and the Office of Student Development Affairs. University
departments, faculty and staff organizations, the Alumni Association and other organizations and
entities officially associated with the University must seek approval from the Director of
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Auxiliary Services. Reservations for tables and space in the University Center must then be made
with the Coordinator.
2. No group, except for University departments and the Alumni Association with approval, shall
act as an agent for a commercial company.
3. Fund raising or charitable solicitation and the sale of products or services by community
organizations or businesses shall be are prohibited in the University Center. This regulation shall
not apply to University functions as defined in the University Solicitation Policy.
4. Solicitation for newspaper delivery may be conducted in the University Center on days
designated by the Director of Auxiliary Services in areas assigned by the Coordinator. All
newspaper solicitors will have equal space.
BUILDING HOURS
1. The main portion of the University Center will be open daily from 6:30 a.m. until 9:00 p.m.
The building will open Saturdays at 1 a.m. and Sundays at 8 a.m. There will be a late charge, for
those who reserve rooms, for each additional hour after 9:00 p.m. The University Center may
stay open late without charge for a University-sponsored event. The Nibbler's Nook and Post
Office areas will be open 24 hours daily. Cafeterias and the Hungry Jack Inn will be open
according to posted schedules.
2. All events in the University Center will conclude by 12 midnight, Sunday through Thursday
and by 1 a.m. Friday and Saturday. All patrons of the facilities are to vacate the center
immediately after that time. No student, faculty or staff member, except by permission of the
Director of Auxiliary Services shall remain in the University Center after it is officially closed.
3. Hours of operations of the various areas and closing of the building between semesters, on
holidays, and during summer semesters shall be at the discretion of the Director of Auxiliary
Services.
DECORATIONS
1. Organizations or individuals conducting activities in the University Center may request
assistance with decorating needs from the Special Services Manager. Arrangements for
decorations will be made with the Coordinator.
2. There is no charge for using the table decorations from the existing inventory, for catered
meals and receptions. Groups and individuals reserving rooms are responsible for safekeeping of
arrangements and will be charged for loss or damage. If UC linen tablecloths are used, no crepe
paper may be used due to fading. There will be charges for the use of UC linen on non-food
tables.
3. Delivery of decorator items from the University Center to other buildings is prohibited except
as approved by the Director of Auxiliary Services and with appropriate charges.
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4. The University Center will not store items overnight for patrons. All items, including balloons,
brought into the Center for decorating purposes must be removed immediately following the
event. Trash bags may be supplied by the UC custodial service for balloon and trash removal.
5. The University Center shall not be responsible for any articles left in the building.
6. Decorations will be attached only to self-supporting scaffolding and/or attachments provided
for decorating purposes. Standards, easels, room dividers, or tack boards are available and may
be requested through the Coordinator.
7. Excessive decorating requests such as: hanging and removing items from the ceiling or sides
of the room above the existing wires, activities requiring the use of scaffolding, ladders and
electrical hookups will be charged a maintenance fee. (See charges)
8. The use of adhesive tape, glues including spray glue and hot glue, tacky tape, thumb tacks,
masking tape or nails on doors, posts, ceilings, walls, floors or fixtures is prohibited.
9. The use of hay or other flammable materials will not be permitted in the UC without prior
approval.
10. Decorations must be constructed by the organization outside the facility. Sawing, painting or
hammering, other than joining complete sections, must be done outside the building.
11. In case of special decorating needs, check with the Coordinator. A time may be established
for entry into the facility for the purposes of decorating with appropriate charges.
12 Services and equipment provided at no charge are subject to availability, and working
conditions.
RESERVATIONS
1. Reservation Books are opened the first working day of the new calendar year for the following
calendar year. The general policy is to honor reservations on a first-come, first-serve basis.
Regular summer camps and special University functions will automatically be scheduled for the
corresponding dates each year.
2. Reservation contracts must be confirmed and the reservations document signed by the
reserving person two weeks prior to each event. Unconfirmed reservations after this time will
automatically be canceled.
3. Reservations will not be accepted the day of the event.
4. The scheduling of activities, facilities, or equipment for recognized University clubs and
organizations must be made by the president a group officer or the sponsor of the organization.
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5. Failure to use or release a University Center facility forty-eight hours prior to the event, may
result in the group paying the regular room rates.
6. Groups scheduling activities with an expected attendance of 700 or more are required to
secure the services of a University Police Officer.
7. Commercial enterprises are normally not permitted to reserve or use space in the University
Center for purposes of promotion or selling. The Director of Auxiliary Services may approve a
commercial enterprise entering into an agreement with the University Center for solicitation
within the center, provided the activity has cultural or educational value.
8. Changes in physical set-up of reserved space must be arranged with the Coordinator or after
office hours with the University Center Night Manager. Requested changes will only be
accommodated as time permits and will be subject to charges.
9. Off campus groups or individuals may be required to make a prepayment of three fourths of
the expected total bill two weeks before the event.
10. Groups and individuals with outstanding bills or debts owed to the University Center will
have their reservation privileges in the UC suspended.
11. Only food and beverage prepared by the University Center Food Service will be served in the
meeting and dining rooms of the University Center. A Catering Booklet with menus and
University Center charges is available in the Coordinator's office.
12. Only registered university organizations may reserve tables adjacent to the lounge areas in
the University Center.
13. Events that will continue after 9 p.m. must be scheduled at least two (2) weeks prior to the
event.
14. Use of University facilities or services are subject to be changed or cancelled based upon
priority needs of the University as determined by the Director of Auxiliary Services.
TECHNICAL SERVICES
1. The University Center will provide technical equipment if available. See the Coordinator for a
list of available equipment. Reservations for the event and technical equipment are made with
the Coordinator two weeks before the event. Late additions of technical equipment to the order
must be made at least two days prior to the event and a late charge will be assessed (See
charges).
2. Only University Center personnel will be permitted in the Technical Service booth above the
Grand Ballroojn.
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3. University Center technical equipment will not be taken from the University Center except by
approval of the Director of Auxiliary Services and with the appropriate charges.
FACILITY USAGE BY APPROVED STUDENT ORGANIZATIONS AND UNIVERSITY
DEPARTMENTS
1. Approved student organizations and University departments will be permitted to use
University Center facilities for non-catered events at no charge.
2. Any dance sponsored by an approved student organization must have prior approval from the
Dean of Student Development before room reservations will be made. Dances will be limited to
one (1) per month per organization.
3. Student organizations will be allowed two (2) hours per week for series meeting purposes.
Exceptions must be approved by the Coordinator. Senas-meetings are scheduled the first class
day of the semester. Series meetings are scheduled by email on a first come first served basis.
Once the series is confirmed and the reservation is processed, changes will not be made without
a fee. If two weekly series meetings are missed the series will be canceled.
4. An activity scheduled to continue past 12 midnight must be supervised by a University police
officer(s). A fee will be assessed for UPD service in addition to the UC late charge.
FACILITY USAGE BY OFF-CAMPUS GROUPS
1. Off-Campus groups which are sponsored by a University department may use the University
Center facilities without room charges.
2. Off-Campus groups without a University department sponsor shall be permitted to use the
facilities of the University Center and will be subject to guidelines and charges.
CATERING
See Catering Booklet or access the Catering website at
on the internet.
CAMPUS LOST AND FOUND
The University Center shall maintain a campus Lost and Found Department at the Information
(See Disposition of Abandoned Personal Property policy in the SFA Policy and Procedure
Manual).
CHARGES
See University Center price list at our web site
on the internet.
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Source of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: None
Contact for Revision: Director of Auxiliary Services
Forms: None
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Food Services C-13.5
Original Implementation: January 20, 1998
Last Revision: January 30, 2001 October 23, 2003
The University is committed to providing students the opportunity to participate in the
selection and evaluation of the food service contractor. Students are encouraged to
participate by attending regularly scheduled meetings of the Food Service Advisory
Committee. The Advisory Committee provides the Director of Auxiliary Services and
food service contractor with immediate feedback on issues and concerns of the students.
During the last year of each contract term, the University will ask the Food Service
Advisory Committee to participate in the formal evaluation of the food service program.
Should the University decide to retain the contractor, the Advisory Committee will assist
the Director of Auxiliary Services in the preparation of the terms and conditions of the
new contract.
Should the decision be made to re-bid the contract, an ad hoc committee will be
convened. The committee will be appointed by the Vice President for University Affairs
and will include members of the Advisory Committee, the faculty and administration.
Source of Authority: Section 51.940, Texas Education Code; Board of Regents;
President; Vice President for University Affairs
Cross Reference: Stephen F. Austin State University Web Page
Contact for Revision: Director of Auxiliary Services
Forms: None
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Withdrawal Without Financial Clearance C-39
Original Implementation: October 26, 1978
Last Revision: August 1,2000 October 23, 2003
Any student who withdraws from or otherwise leaves the University withoutmas/
clearing his/her financial record, i.e., without having returned borrowed books and
equipment, paid any outstanding Uuniversity property traffic fines, and settled other
financial matters with the University.^ Students failing to fulfill these obligations will be
subject to the following sanctions until such time thatas-the record is cleared Sanctions
will be imposed whenever a student is in possession ofunreturned university property or
is otherwise indebted to the university beyond a minimal amount established by university
administration for unpaid fines, etc.
The following sanctions will be imposed^:
1. The student will not be permitted to re-enroll.
2. The student will not be eligible to receive an official transcript of academic work
completed.
3. The student will not be issued a diploma.
PROCEDURES FOR IMPLEMENTATION
1. When a student withdraws, notification will be sent by the Registrar to:
(a) the instructor of each course in which the student has been enrolled,
(ba) the dean of the appropriate academic college, and
(eb) the Business Office,
(c ) the Financial Aid Office,
(d) the Housing Office and
(e) Steen Library.
2. Each department in which the student has a financial deficiency requiring the
imposition of sanctions will e/Y/sercontact the student in an effort to cloar their part of the
student's financial record, notify the Business Office, citing the nature of the deficiency or
will place a registration and transcript hold on the student }s record. It will be the
student's responsibility to contact the appropriate office to clear his/her record. These
offices will then notify the Registrar's Office once the deficiency has been resolved.
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3. All deficiencies which persist will be reported by the affected department so that Tthe
Registrar can implement thew/7/ impose sanctions specified in the policy until the
student }s record is cleared.
4. When a student leaves the University without officially withdrawing and has not
cleared his/her financial record, the affected department will implement steps 2 and 3, as
outlined above.
Source of Authority: ProvostNice President for Academic Affairs
Cross Reference: General Bulletin, Graduate Bulletin
Contact for Revision: Provos//Vice President for Academic Affairs
Forms: None
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Professional and Consultant Services C-45
Original Implementation: October 26, 1999
Last Revision: April HOctober, 2003
Before entering into a Professional or Consultant Services contract, the department must
determine whether the individual should be hired as an independent contractor through the
procedures outlined herein or as an employee through the PAR process. To make this
determination, refer to the IRS 20-Question test
(www.myplanet.net/rstrate/NSN__IRS_20_Questions.html).
DEFINITIONS
"Professional Services" means those services within the scope of the practice of:
1) accounting
2) architecture
3) landscape architecture
4) land surveying
5) medicine
6) optometry
7) professional engineering
8) real estate appraising
9) professional nursing
or those services provided in connection with the professional employment or practice of a
person who is licensed or registered as
1) a certified public accountant
2) an architect
3) a landscape architect
4) a land surveyor
5) a physician, including a surgeon
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6) an optometrist
7) a professional engineer
8) a state certified or state licensed real estate appraiser
9) a registered nurse
Based on State Comptroller object codes and associated reporting requirements, the following
types of services are also categorized as professional services and will be processed under the
same rules and guidelines defined herein:
1) guest artists
2) guest entertainers
3) guest lecturers
4) guest musicians
5) guest performers
6) guest speakers
7) other professional services
"Consulting Services" means the service of studying or advising a state agency under a contract
that does not involve the traditional relationship of employer and employee.
A consultant may be used only if there is a substantial need for the consulting services and only
if the agency cannot adequately perform the services with its own personnel or obtain the
consulting services through a contract with a state governmental entity.
"Major Consulting Services Contract" means a consulting services contract for which it is
reasonably foreseeable that the value of the contract will equal or exceed $125,000.
NOTE that the $4-25,000 threshold is not a one-time cost, but rather a cumulative amount for on
going consulting services.
"Consultant" means a person that provides or proposes to provide a consulting service. The term
includes a political subdivision but does not include the federal government, a state agency, or a
state governmental entity.
SELECTION OF A PROVIDER
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A "Professional Service" provider is not to be selected on the basis of competitive bid but rather
1) on the basis of demonstrated competence and qualifications to perform the services; and 2) for
a fair and reasonable price, as long as professional fees are consistent with and not higher than
the recommended practices and fees published by the various applicable professional
associations and do not exceed the maximum provided by law.
Architectural, engineering, or land surveying services must be procured in the following manner
in accordance with Government Code 2254.
1) Select the most highly qualified provider based on demonstrated competence and
qualifications;
2) Attempt to negotiate a contract with the selected provider at a fair and reasonable price;
3) If a satisfactory contract cannot be negotiated with the most highly qualified provider,
formally end negotiations with that provider; select the next most highly qualified provider; and
attempt to negotiate a contract at a fair and reasonable price. The selection process for
architectural, engineering, or land surveying services shall continue in this manner until a
contract is accepted by all parties.
A "Consulting Service" provider is to be selected based on demonstrated competence,
knowledge, and qualifications and on the reasonableness of the proposed fee for the services. If
other considerations are equal, preference shall be given to a consultant whose principal place of
business is in the state or who will manage the consulting contract wholly from an office in the
state.
If competitive bidding will enhance the selection process for either professional or consulting
services, contact the Purchasing Director to discuss options for making informal price
comparisons or preparing a formal Request For Proposal.
Major Consultant Contracts $±25,000 or greater must be submitted to the Legislative Budget
Board and the Governor's Budget and Planning Office, and must be submitted to the secretary of
state for publication in the Texas Register for a minimum of 30 days. The published invitation
must include a finding by the President that the consulting services are necessary and an
explanation of that finding. The General Counsel's office must be contacted to process this
paperwork.
Professional or Consulting Service solicitations $25,000 or greater must be posted on the State
Business Daily (Marketplace) up to 21 days prior to the date of service.
Professional or Consulting Services $50,000 or greater must be approved by the Board of
Regents. (Items Requiring Board of Regents Approval, Policy D20.5)
RESTRICTIONS ON HIRING PREVIOUS OR RETIRED EMPLOYEES
1. HIRING A PAST EMPLOYEE ASA PROFESSIONAL OR CONSULTANT
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State Funds - strictly prohibited within 12 months of the employee's separation date
Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds; the purchase process will follow that
outlined in 'Procedures For Securing Professional Or Consultant Services'.
2. HIRING A RETIREE ASA PROFESSIONAL OR CONSULTANT
State Funds - strictly prohibited within 12 months of the employee's separation date
Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds; the purchase process will follow that
described below.
3. HIRING A PAST EMPLOYEE/RETIREE AS A CONSULTANT
If a past employee or retiree is hired within 2 years of leaving SFA or any other state agency, the
consultant must disclose in his/her offer or contract the following information: a) nature of
employment at the agency; b) the date employment was terminated; c) the annual rate of
compensation at termination. This requirement does not apply to professional services.
4. HIRING A COMPANY EMPLOYING A PAST OR RETIRED EMPLOYEE ASA
PROFESSIONAL OR CONSULTANT
Any Funds - allowed only if the past or retired employee does not work on a project that was
similar to his/her duties while employed by SFA within the first 12 months of leaving.
5. HIRING AN EXECUTIVE DIRECTOR OF ANY STATE AGENCY FOR ANY CONTRACT
Any Funds - Restrictions apply to contract for professional or consultant services with a) the
executive director of the state agency; b) a person who at any time during the four years before
the date of the contract was the executive director of the state agency; c) a person who employs a
current or former executive director of a state agency. (Government Code 669.003)
PROCEDURES FOR SECURING PROFESSIONAL OR CONSULTANT SERVICES
1) Determine if the need is that of a professional or a consultant service. Contact the Purchasing
Director or Office of the General Counsel if assistance is needed in making this determination.
2) Determine if the selection of a professional or consulting service provider would be enhanced
by informal price or qualifications comparisons or a formal Request For Proposal or Request for
qualifications process. Contact the Purchasing Director to discuss options.
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3) Once the need is identified, enter the requisition. Amounts may be estimated. If the vendor
will perform essentially the same service on multiple dates, only one requisition is to be entered
with separate lines for each date.
4) If the contract is a "Major Consultant Contract", the department must contact the General
Counsel's office for appropriate action complete a Major Consulting Contract Request form at
least 60 days prior to the need for service. The form is to be foi*warded to the Office of the
General Counsel to facilitate the finding and posting requirements stated above under 'Selection
Of A Provider'.
5) Negotiate a contract, either directly or through Purchasing. All applicable rules associated
with the amounts specified in 'Selection of A Provider' must be followed.
6) Agreements for expense reimbursement only do not require execution of a formal contract.
Other professional or consultant agreements require a formal contract be reviewed by the Office
of the General Counsel and signed by the President.
7) Agreements including a stipend only or stipend plus expense reimbursement require a formal
contract to be reviewed by General Counsel and signed by the President. The department may
draw up a contract using samples provided by General Counsel
(www.sfasu.edu/gencounsel/howtos2.htm) or Purchasing may complete the contract. The
contract may be complex or very simple depending on the nature of the services to be provided
and must clearly define:
a. The responsibilities of each party, in clear detail
b. The period of time the contract is to be in effect
c. The amount of payment
d. The terms of payment
e. The contractor's federal identification or social security number for payment processing; to
secure this information, the department should have the Contractor complete a W9 form. The
form can be obtained from the Controller's Office
8) The contract must be reviewed by SFA General Counsel and signed by the President or other
administrator with written delegated contracting authority.
9) The completed contract with signatures of all parties must be forwarded to Purchasing for
completion of the Purchase Order.
10) The receiving entry must be made in the FRS system. Payment will be made through normal
Accounts Payable procedures. To insure inclusion in a particular Thursday's check run, the
department should have payment information to Accounts Payable by the previous Friday.
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11) The consultant's report, if applicable, must be on file in Accounts Payable before payment
will be made.
Source of Authority: Texas Government Code Title 10, Subtitle F, Section 2254; Texas
Government Code Title 10, Subtitle F, Section 2252.901; Texas Government Code Title 6,
Section 669.003; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: Sample forms/clauses available on General Counsel's web page,
www. sfasu.edu/gencounsel/howtos2 .htm
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Travel C-49
Original Implementation: October 31, 2000
Last Revision: July 25, 2002 October 23, 2003
Applicability
Unless otherwise stated, this policy applies to employees and prospective employees traveling in
a University capacity except members of the Board of Regents and the President, who are
exempt, and intercollegiate athletics. All policies, rules, and regulations related to travel on
behalf of, or in connection with, intercollegiate athletics are included in the current issue of the
Intercollegiate Athletics Policy Manual.
The travel regulations contained in this policy apply to all University funds. The reimbursement
limits established by this policy may be exceeded only if funds are available in, and the
additional costs are charged to, a discretionary account controlled by the budget manager
authorizing the additional expenditure. For this policy, discretionary funds shall be defined as
specified accounts established for the sole purpose of discretionary use.
General Travel Regulations
Generally, the State of Texas Travel Allowance Guide is the authoritative document regarding
travel rules and regulations. The Guide is located in the Controller's Office and at Travel
Website. In case of conflict between the Guide and this policy, this policy takes precedence.
Employees, and others traveling on behalf of the University, are not reimbursed on a flat per
diem basis. Instead, they are reimbursed for actual meal and lodging expenses, subject to the
provisions of this policy.
The applicable account manager may limit or prohibit reimbursement of any travel expenditure
provided the traveler is notified in advance.
Travel Request
Except as stated in the Applicability section of this policy, anyone traveling on University
business must obtain permission in advance of the trip. A Travel Request form (available from
University Printing Services and at Travel Website) must be submitted and approved at all
applicable levels, as indicated on the form, whether or not expenses will be incurred. All
expenses to be paid or reimbursed by the University are to be reflected on the Travel Request,
regardless of whether they are to be prepaid. A Travel Request is not required for prospective
employees.
The Controller's Office uses the Travel Request to encumber funds against the appropriate
account(s). The Travel Request will be approved by the Controller's Office only when account
balances are sufficient to cover the total estimated cost of the trip.
Travel to Washington, D.C.
Before traveling to Washington, D. C, an employee shall inform the Texas Office of State-
Federal Relations about the timing and purpose of the trip, and provide the office with the name
of a person who may be contacted for additional information about the trip. A completed form,
Report for State Agency Travel to Washington, D. C. (available at Travel Website), will meet
this requirement.
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Foreign Travel
Official University business travel to any foreign country other than Canada or Mexico requires
advance written approval from the Chair of the Board of Regents. The traveler must submit a
Travel Request through the appropriate administrative channels to the President, who will
forward the request to the Board Chair. To be considered for approval, foreign travel must be
directly related to the University's mission and must require a duty that cannot be performed
without the travel.
A completed Travel Request form (available from University Printing Services and at Travel
Website) must be routed through the appropriate administrative channels in sufficient time to be
approved by the Board Chair prior to the date of departure.
Charge Card for Travel Expenses
An Bank of America individual corporate charge card is available for eligible employees who
wish to charge travel expenses. In order to apply, the employee must take, or expect to take,
three (3) or more business trips per fiscal year, or expend at least $500 per fiscal year for official
State business. An employee is not required to accept a State-issued charge card.
The State-issued Bank of America individual corporate charge card is to be used for business-related
charges only while traveling on official State business. Use of the card for personal
business is considered a violation of State policy and the employee may be subject to
disciplinary action. The individual whose name appears on the card is solely responsible for
payment of the account. If the card is suspended or cancelled for misuse or nonpayment, the
employee will be ineligible for travel advances from the University.
If the application is approved by Bank of America//?^ credit card company, the employee agrees
to be bound by the Corporate Card and Commercial Card cGardmember ^Agreement which will
be sent with each card. Additionally, the employee agrees to be bound by the State policies
governing the use of the cGard. Applications and further information concerning this program
are available in the Controller's Office or at Travel Website . The employee, the employee's
supervisor, and the travel manager in the Controller's Office must sign the
application.application must be signed by the employee, the employee's supervisor, and the
travel manager in the Controller's Office.
Advance Travel Funds
Advance travel funds are available for employees who wish to obtain money in advance of the
trip. These funds may be requested on the Travel Request form (available from University
Printing Services and at Travel Website) for: (1) employees ineligible for the Bank of America
individual corporate charge card, (2) group travel, or (3) airline tickets that must be paid well in
advance of the travel date. (3) airline and hotel reservations that must be paid well in advance of
the travel date, or (1) travel with particularly unusual circumstances (reason must be specified on
the Travel Request form). Employees eligible for the corporate credit card are not eligible for
advances. Eligibility for the state-issued corporate card is defined as taking three or more
business trips per fiscal year or expending at least $500.00 per fiscal year for official State
business. The minimum amount of advance funds that can be obtained is $100.
The Travel Request should be received by the Controller's Office at least five (5) working days
prior to departure. Generally, the requested funds will be available at the University Business
Office at least one working day prior to departure. Advance travel funds will be issued by a
check made payable to the individual requesting the funds. As a condition of receiving advance
P38
travel funds, the employee agrees to refund any excess (amount advanced less documented
eligible expenditures on the Travel Voucher) within 30 days from the ending date of the trip.
An advance travel check will only be issued prior to the trip. No advancement is authorized if the
trip has already occurred commenced. The traveler should submit a Travel Voucher for
reimbursement subsequent to the trip.
Travel Voucher (Travel Expense Documentation and Reimbursement)
In order to receive reimbursement, travel expenditures must be documented on a Travel Voucher
(available from University Printing Services and at Travel Website) signed by the traveler and
the account manager. The Travel Voucher must reflect the total actual reimbursable expenses of
the trip, regardless of whether advance travel funds were received. Receipts are required for
most travel expenses (see applicable section of this policy for specific details), except meals. In
the case of meal expenses for group travel, the sponsor/advisor must provide documentation of
how the funds were expended. The sponsor/advisor should contact the travel manager in the
Controller's Office in advance of the trip for instructions.
The Travel Voucher should be submitted, with receipts attached, to the Controller's Office
within 30 days from the ending date of the trip. No reimbursements will be made and all
encumbrances will be cancelled 30 days after the end of the fiscal year.
The State of Texas Travel Allowance Guide can be useful in the completion of Travel Vouchers.
It provides comprehensive information on travel procedures and the proper classification of
travel related expenditures. A current copy of the Guide is available in the Controller's Office or
at Travel Website .
Foreign Currency Conversion
All amounts listed on the Travel Voucher must be converted to U.S. dollars using the rate
applicable on the date of the expenditure. A foreign currency conversion table is available at
Travel Website . Documentation of the conversion calculation must be attached to the Travel
Voucher.
Reimbursement Rates - Lodging
Reimbursement may not exceed the amount of lodging expenses actually incurred at a
commercial lodging establishment, subject to maximum allowances stated below. The original
itemized lodging receipt, attached to the Travel Voucher, is required.
The State Travel Management Program of the General Services Commission has contracted with
several commercial lodging establishments for special rates. The contracted vendors and rates
are listed in the Texas State Travel Directory, which is distributed to each department.
Employees are encouraged to utilize the contracted vendors when possible.
In-State
Travelers may be reimbursed for the actual cost of lodging, not to exceed eighty dollars ($80)
per day. Additionally, they may be reimbursed for local taxes on the allowable lodging cost.
State tax on in-state lodging will not be reimbursed to State employees. Instead, State
employees must submit a completed Texas Hotel Occupancy Tax Exemption Certificate
(available from University Printing Services and at Travel Website ) to commercial lodging
establishments at check-in. Employees should also be prepared to show proof of State
employment.
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Out-of-State
The maximum reimbursement rates for out of state lodging are provided by the Texas State
Comptroller Texas State Comptroller provides the maximum reimbursement rates for out-ofstate
lodging. A list of the rates, which is updated from time to time, is available at Travel Website .
Within the continental United States, lodging reimbursement is limited to the locality-based
allowance as stated on the list. For cities and counties not included on the list, the allowance is
the median rate established in that state for lodging. Applicable taxes on the allowable lodging
costs may also be reimbursed. Travelers to Alaska, Hawaii, or a foreign country may be
reimbursed for actual, reasonable costs.
If the actual cost of lodging exceeds a locality's lodging allowance, an employee may reduce the
maximum meal reimbursement rate for that locality and use the reduction to increase the lodging
reimbursement rate for that locality. No such adjustment can be made to increase the maximum
meal reimbursement rate.
Shared Lodging
When two or more employees share lodging, each employee must pay and claim their prorated
share of the cost. The University will reimburse each employee his share of the lodging expense,
not to exceed the applicable maximum lodging reimbursement rate. A list of names of those
sharing the same room should be attached to each Travel Voucher.
If only one of the individuals sharing lodging is an employee, then the amount that the employee
may be reimbursed for lodging expenses is the lesser of the single occupancy room rate or the
maximum lodging reimbursement rate.
Reimbursement Rates - Meals
This section of the Travel policy is inapplicable to Road Bus Drivers. Normally, Road Bus
Drivers are not reimbursed for meals. Any reimbursement of meal expenditures by Road Bus
Drivers is subject to the discretion and approval of the Director of the Physical Plant.
Employees may be reimbursed for meal expenditures while away from campus if the travel
requires them to be at least 25 miles from the University for at least six (6) consecutive hours
during the calendar day. Meals are reimbursed at the lower of actual cost or the following meal
allowances:
IN-STATE *OUT-OF-STATE
Breakfast $ 5.00 16.7% of locality-based allowance
Lunch $ 10.00 33.3% of locality-based allowance
Dinner $15.00 50% of locality-based allowance
Total $30.00
* Within the continental United States, meal reimbursement is limited to the locality-based
allowance (list available at Travel Website ) provided by the Texas State Comptroller. For cities
and counties not included on the list, the allowance is the median rate established in that state for
meals. Travelers to Alaska, Hawaii, or a foreign country may be reimbursed for actual,
reasonable costs.
The following timetable indicates which meals are reimbursable:
Breakfast Travel includes 8:00 a.m. or before
Lunch Travel includes 11:30 a.m. - 1:30 p.m.
Dinner Travel includes 6:00 p.m. and after
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Dinner Travel includes 6:00 p.m. and after
Actual meal expenses without overnight stay are reimbursable, not to exceed the in state rates
listed above, $25.00 per day -regardless of the travel location. Internal Revenue Service rules
(Publication 463) state "you cannot deduct the cost of meals if it is not necessary for you to stop
for sleep or rest to properly perform your duties." Therefore, all reimbursement for meals
without overnight stay is taxable to the employee. The reimbursement will be paid monthly in
the employee's regular payroll check, and taxes will be withheld.
Additional guidelines for meal reimbursement:
• Some registration fees include meals. In this case, the registration fee is fully
reimbursable but no additional amount can be claimed for the included meals.
• Meals purchased for the traveler by another person are not reimbursable.
• In the case of employees traveling together, each must pay and claim their own expenses.
• Tips, gratuities, and alcoholic beverages are not reimbursable.
• Meal receipts are not required. In the case of meal expenses for group travel, the
sponsor/advisor must provide documentation of how the funds were expended. The
sponsor/advisor should contact the travel manager in the Controller's Office in advance of
the trip for instructions.
Reimbursement Rates - Mileage
The number of reimbursable miles traveled by an employee may not exceed the number of miles
of the most cost-effective route. The shortest route between points, including the use of all farm-to-
market roads, is presumed to be the most cost-effective route. The Texas Comptroller of
Public Accounts Mileage Guide (available at Travel Website ) calculates the mileage between
two locations. When both locations are in the Mileage Guide database, the employee may be
reimbursed for either the number of miles (1) calculated by the Mileage Guide or (2) calculated
from the employee's odometer. When one or both locations are not in the Mileage Guide
database, the number of reimbursable miles is calculated from the employee's odometer. Mileage
determined by use of the employee's odometer must be itemized on a point-to-point basis on the
Travel Voucher. Any vicinity mileage at the destination location must also be itemized
separately on a point-to-point basis. For the purposes of this paragraph, "point" means a building,
house, highway intersection, or other similarly localizedsimilarly localized spot.
The reimbursement rate for use of an employee's personal vehicle is established by the State
legislature. That rate is specified in the State of Texas Travel Allowance Guide (available in the
Controller's Office or at Travel Website ) or as updated by the Texas State Comptroller.
Four-Per-Car-Rule
Coordination of travel must occur when two, three, or four employees travel on the same dates
with the same itinerary to conduct the same official State business. When coordination of travel
is required, only one employee may be reimbursed for mileage.
Reimbursement Rates - When Representing the University President
If the President is unable to attend a meeting or conference, the President may designate, on an
individual trip basis, one employee as a representative to travel. Under this provision, the
employee is reimbursed for actual expenses, not to exceed twice the maximum allowance rates
for lodging and meals specified by this policy. The Travel Voucher must be accompanied by the
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original designating document from the President. Receipts are required as specified in this
policy.
Registration Fees
The registration fee for attendance at a professional meeting is reimbursable if the fee was
approved on the Travel Request. The fee must be shown as a miscellaneous expense on the
Travel Voucher, with the original receipt attached.
Attendance at in-town conferences does not require a Travel Request. Employees may be
reimbursed for in-town registration fees by submitting a completed Travel Voucher, as they
would for any other travel reimbursement. The description should indicate that the conference
was in Nacogdoches.
Some registration fees include meals. In this case, the registration fee is fully reimbursable but
no additional amount can be claimed for the included meals.
Prepayment of Registration Fees by University
When requested, the University will prepay the registration fee for official business conferences
and seminars. If the meeting is being held out-of-town, the employee must first obtain approval
to travel by submitting a Travel Request showing the registration fee as an estimated cost of the
trip. Additionally, a completed Purchase Voucher (available from University Printing Services
and at Travel Website ) and registration form must be submitted to the Controller's Office well
in advance of the payment due date.
The state-issued Procurement Card may also be used to prepay registration fees.
Airline Ticket Purchases
Any airline ticket expense, whether to be prepaid or reimbursed, must be listed on the approved
Travel Request.
The State Travel Management Program of the General Services Commission has contracted with
several airlines to provide special airfare rates for certain flights. University employees traveling
on official State business are encouraged to use these contracted rates when possible. A listing of
the flights and rates is available at Travel Website .
An employee who wishes to charge an airline ticket directly to the University must submit an
Airfare Billing Form (available from University Printing Services) to the Controller's Office.
After approval, the employee must present the signed form to a local participating travel agency
(list available at Travel Website . The travel agency will book the flight and charge the expense
to the University rather than to the employee.
The original receipt, attached to the Travel Voucher, is required for airline ticket reimbursement.
Airline ticket reimbursement to the employee will be made only after completion of the
travel. However, an employee may request advance travel funds for airline tickets that must be
paid well in advance of the travel date. The University cannot reimburse an employee for the
cost of air transportation by a person who is not a commercial transportation company.
Motor Vehicle Rentals
If approved on the Travel Request, most expenses of renting a motor vehicle are reimbursable.
The daily rate, applicable taxes, and other mandatory charges are reimbursable. An additional
driver charge is reimbursable if it is incurred for an official State business reason. Also, collision
damage waiver and loss damage waiver expenses are reimbursable if they are not already
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included in the contracted rate (see next paragraph). The following expenses are not
reimbursable: liability insurance supplement; personal accident insurance; safe trip insurance;
personal effects insurance.
The State Travel Management Program of the General Services Commission has contracted with
several vehicle rental agencies to provide special rental rates. Most rates include unlimited free
mileage, free loss damage waiver, and free primary liability coverage. University employees
traveling on official State business are encouraged to use these contracted rates when possible. A
listing of the agencies and rates is available at Travel Website .
A detailed receipt from the motor vehicle rental company, attached to the Travel Voucher, is
required for reimbursement of motor vehicle rental expenses.
Incidental Expenses
Expenses for ground transportation such as taxi, limousine, subway, bus and other modes of
mass transit are reimbursable, subject to the provisions of this section. All expenses must be
listed on the approved Travel Request and Travel Voucher. Limousine expenses are
reimbursable if it was the least costly transportation available considering all relevant
circumstances. If two or more State employees share a taxi or limousine, only the employee who
paid for the transportation may be reimbursed for that expense. Other official business expenses
(e.g., parking, telephone calls, and copy services) are also reimbursable.
Receipts are requested, but not required, for reimbursement of these incidental expenses. If
receipts are not provided, an explanation of the reimbursable expenses must be detailed on the
Travel Voucher (including type of expense, date, amount and location).
The following are not reimbursable: expenses of a personal nature; expenses that would be
incurred by the employee regardless of official State business travel; tips and gratuities; alcoholic
beverages.
Student and Other GroupTravel
When a group travels together, it may be more convenient for one person to pay and claim
expenses of the entire group. In this case, the person paying the expenses will be responsible for
submitting the Travel Request and the Travel Voucher. Receipts are required for all expenses
of group travel, except meals. However, the sponsor/advisor must provide documentation of
how the funds were expended for meals. The sponsor/advisor should contact the travel manager
in the Controller's Office in advance of the trip for instructions. Additionally, a list of names of
all travelers must be attached to the Travel Request and Travel Voucher.
The group sponsor/advisor may request advance travel funds to pay expenses for the group (refer
to the Advance Travel Funds section of this policy for procedures). The sponsor/advisor will be
solely responsible for claiming reimbursement on the Travel Voucher, and for repayment of the
advance travel funds. Sponsors/advisors of group travel are encouraged to contact the travel
manager in the Controller's Office prior to the trip for helpful record-keeping tips.
Employees traveling together are not considered group travel. Each employee must pay and
claim his/her own expenses.
No Educational and General funds (account numbers 1-XXXXX) may be used to pay or
reimburse travel expenses for students. All other provisions of this policy apply to student travel.
Prospective Employees
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All provisions of this policy apply to prospective employees., except they are not required to
submit a Travel Request. Additional methods of payment are available to pay expenses incurred
during the interview process and are listed on the Travel Request-Prospective Employee form.
Non-Reimbursable Travel
Travel requests may be approved on a non-reimbursement basis for purposes that will not
conflict with other University policy and as approved in advance of travel through appropriate
procedures.
Approval on a non-reimbursement basis may be given for travel:
• regarded as official University business, but for which funds are not approved;
• associated with approved outside employment and consistent with the guidelines
pertaining thereto (Policy E-35);
• necessitated by faculty when providing consultant services related to the academic
programs of the University;
• that complies with the Leave of Absence policies (Policies E-29A and E-30N) of the
University;
e deemed consistent with the University's mission;
• necessitated by personal business that cannot otherwise be scheduled; or
• when approved annual leave is being used.
In any event of absence from class, the instructor is not to dismiss class but is to arrange for an
appropriate replacement. Moreover, only in extraordinary situations will travel be approved that
will result in the instructor missing the same class more than twice in succession.
SOURCE OF AUTHORITY: Texas State Comptroller; Vice President for Business Affairs;
State Travel Management Program of the General Services Commission; Internal Revenue
Service; Vice President for Academic Affairs
CROSS REFERENCE: Intercollegiate Athletics Policy Manual; State of Texas Travel
Allowance Guide; Texas State Travel Directory; Internal Revenue Service, Publication 463;
Texas Comptroller of Public Accounts Mileage Guide; Outside Employment, Policy E-35; Leave
of Absence (Faculty), Policy E-29A; Leave of Absence (Non-Academic), Policy E-30N
CONTACT FOR REVISION: Controller
FORMS: Travel Request, Travel Request-Prospective Employee, Travel Voucher, Texas Hotel
Occupancy Tax Exemption Certificate, and Purchase Voucher (all available from University
Printing Services and at Travel Website); Report for State Agency Travel to Washington, D.C.
(available at Travel Website); Bank of America Corporate Travel Charge Card Application
(available from travel manager in Controller's Office); Airfare Billing Form (available from
University Printing Services)
Questions regarding the preparation of forms mentioned in this policy should be directed to the
Controller's Office.
We hope the information in this site is helpful to you in making your travel plans and by
answering some of your travel questions. If you still need assistance, please contact the
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I controller's office Travel Desk by o mail or call me at (936) 168 2303.
For questions or comments about this site
Contact the Web Administrator
Last Revised: 08/23/2002 23:15:06 Last Revised: August, 2002
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ACCESS TO UNIVERSITY RECORDS D-l
Original Implementation: 1975
Last Revision: July 27, \999October 23, 2003
Access to documents or records in the custody or control of Stephen F. Austin State
University is determined by the provisions of state law. In Ggeneral, the records of the
University are open to public inspection during normal business hours, upon written
request. However, various exceptions to the public's right to examine University
documents exist under law. These include, but are not limited to, information in
personnel files, the disclosure of which would clearly be an unwarranted invasion of
privacy; documents relating to litigation or settlement negotiations; information relating
to the possible purchase of real property; student records; interagency or intragency
memoranda or letters not available by law except in the context of litigation; and rare
books or original manuscripts held for the purpose of research.
Written requests for the inspection of records or documents, except for lists of
employees, should be immediately referred to the Custodian of Public Records, who is
the University's General CounselQffice of the General Counsel. Requests for lists of
employees, with addresses, should be submitted to the Director of Personnel Services.
The University may charge for copies of public information in accordance with the fee
schedule created by the General Services Commissionrems Building and Procurement
Commission.
This policy does not prevent either students or employees from examining University
records applying to themselves.
SOURCE OF AUTHORITY: Open ReoordsPi/6/fc Information Act, Texas Government
Code, Chapter 552; President
CROSS REFERENCE: None
CONTACT FOR REVISION: General Counsel
FORMS: None
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Disposition of Abandoned Personal Property D-9
Original Implementation: October 18, 1988
Last Revision: January 30, 2001 October 23, 2003
Lost property means any unclaimed personal property coming into the possession of the
University, other than motor vehicles, as defined in the Texas Transportation Code.v Lost
property shall be deemed abandoned if the rightful owner does not come forth and make
a valid claim within ninety (90) days of the University's original possession.
Unless the abandoned property is being held as evidence to be used in a pending criminal
case, the University may dispose of the abandoned property by public auction. The
profits of the auction shall be used for student service activities as directed by the Office
of Student Affairs. However, if the rightful owner makes a valid claim to abandoned
property before auction, then the University shall return the property to the rightful
owner.
REPORTING OR CLAIMING ABANDONED PERSONAL PROPERTY
Any individual finding lost property on the University campus or seeking to claim lost
property should follow the guidelines listed below.
1. A person finding lost or unclaimed property should turn in said property at
the University Police Department or the Information Desk in the
University Center. Lost or unclaimed property found in Steen Library
should be turned in to the Circulation Desk on the first floor. Lost or
un